State User Group Issues

March 2006

No.

User Group

Service

Issue

Response

1

New South Wales

Cataloguing

Lack of support in LACC for MARC 247 - tag necessary for cataloguing integrating resources

MARC 247 is an available tag in the Cataloguing Client;  however there is a validation problem in using it for monographs and integrating resources. This is on our list of issues to be resolved.

2

New South Wales

Cataloguing

Variation in practices when cataloguing e-books relating to date of publication and 245 - concern that unless agree on standard result will be duplicate records on LA

To promote standardisation of cataloguing these resources, Guidelines for cataloguing e-Books have been developed and can be found on the Libraries Australia Website at: http://www.nla.gov.au/librariesaustralia/eBooks.html

3

Northern Territory

Cataloguing

In the Cataloguing Client, there is no longer an index lookup when you want to look up an author.

The workflow of the LACC is different to the Kinetica client. In LACC index lookups are optional and are performed using the SearchLink command.  This is covered in the documentation and training courses.

4

Northern Territory and South Australia

Cataloguing

Will users be able to import  records from other databases into the client (Z39.50)?

Yes. This functionality will be available. The implementation timeframe for this is dependent on LA and NLA IT priorities.

5

South Australia

Cataloguing

Increase in poor quality cataloguing records – LC encoded subject headings which are made up, no author added entry where required, initial article in MARC 246. Libraries adding their holdings don’t update the records.

We encourage cataloguers to follow the standards and guidelines when cataloguing, and to update poor quality cataloguing as they find it.

6

South Australia

Cataloguing

Timeout warning – is it possible to get a warning before the session times out. Could there be a easy method to reconnect after the message appears? If you’re in the midst of changing a record, you lose the changes.

There is no timeout for the Cataloguing Client. If a user experiences a break in their connection between the Client and the Cataloguing server at the National Library (ie disruption in communications) then any changes, not saved, will be lost.

Cataloguers should always save their records before they take a substantial break.

7

South Australia

Cataloguing

Is the charge for the cataloguing client based on the number of original bibliographic records, the number of Authorities added or a combination of both?

The charges are based on the total number of bibliographic records – set at 300 each year and authority records set at 40 each year to qualify for a library to receive a free client. Those libraries who do not contribute at this level will be invoiced $300 in January 2007 for the client.

8

South Australia

Cataloguing

Some libraries are struggling to contribute the 300 bibliographic and/or 40 authority records per year required to get a free cataloguing client. Could NLA reduce these numbers?

It is important that libraries choose the system of cataloguing which best suits their workflows.  The Library may consider reviewing the current policy regarding supply of the Client.

9

South Australia

Cataloguing

When the Cataloguing Source button is clicked, a 040 field with a generic $aNUC$cNUC field is inserted. Can you program the contributing library's NUC to be automatically inserted when this button is clicked?

It is possible to create your own Scripted button to do this:

Open a blank record in the edit screen

Select Script>Learning

Type the text required for 040 (eg ‘040 ##$aMYNUC$cwhatever’)

Deselect Script>Learning

Name the script eg (‘My040’)

Close the ‘Script’ edit box that appears

From the ‘Customise’ pop-up that appears next, select the ‘Commands’ tab

Your new script should be visible on the RHS of the pop up

Click and drag your new button to your toolbar

Select how you want the button to display (image/text etc)

While you have the ‘Customise’ pop-up open, you may want to remove the existing ‘Cataloguing Source’ button, then close the ‘Customise’ box.

10

South Australia

Cataloguing

What is the total number of libraries who use the Cataloguing Client

Approximately 150 libraries

11

South Australia and Victoria

Cataloguing

What is LA doing about removing duplicates?

We have an ongoing program of duplicate removal. Once the new services have been bedded down we intend to use the enhanced functionality of the new cataloguing system to identify and resolve duplicates across the whole database.

Some people find the duplicate reporting form cumbersome. Cutting and pasting ANs or PPNs into an email and sending them via Fax or email to the Help desk is acceptable.

The addition of a Duplicate button in LA Search is on the Enhancements register.

12

Tasmania

Cataloguing

When adding or editing holdings, the NUC no longer appears. When working for multiple agencies, it was very useful to have the NUC to ensure you were adding holdings for the correct organisation.

Currently you can add the NUC; if you leave the $a blank though, the system defaults your NUC in for you.

13

Victoria

Cataloguing

Users unsure what will replace RMR

Export record is available in the Search service. This replaces RMR. The RMR function is not available in the Cataloguing Client.

14

Victoria

Cataloguing

Will fields in incoming enhanced records be lost on merging with records on the database?

Match/merge is still being fine tuned.

If an incoming contributor record has fields (enhanced or not) that are not present in the database record (e.g. a Summary note in tag 520) then these fields are retained in the merged record.  If an incoming record has fields that are also present in the database record (e.g. publication details in field 260) then the merged record will retain the field from the preferred record.   In most cases for standard LA bibliographic and holdings contributors the preferred record will always be the database record, though there are some exceptions.

15

Victoria

Cataloguing

Integrating resources – can Libraries Australia cope with records for integrating resources (encoded “i”)?

We can load and input records for integrating resources.

When cataloguing integrating resources online, the template for integrating resources is some way down the picklist.

16

Victoria

Cataloguing

Indecipherable messages when saving records in the Client. (mainly 006, 007 and 008 errors) Help desk refers people to the conversion tables. Can a simple list of the most common messages and what they mean be provided?

Currently the database refers to internal Pica codes when generating error messages.  The text of the error messages is being developed to be more meaningful. The Cataloguing Client Production Release Notes (http://www.nla.gov.au/librariesaustralia/LAReleasenotes.html#catprodrelease) provides a list of the MARC tags and associated Pica tags. The list is also available via the Online Help.

17

Victoria

Cataloguing

Why are error messages displayed even though you can save a record?

Some error messages are advisory, and you can still save the record. Other errors must be fixed before the record can be saved – these relate to invalid codes, indicators etc.

18

Victoria

Cataloguing

Can MARC 970 local table of contents be uploaded to the NBD?

Most 9XX tags are  currently dropped from our import conversions, and we do not support the input of these fields through the Cataloguing Client.  970 for contents data is not a standard we currently support.

19

Victoria

Cataloguing

Sometimes when editing a record all the coded data tabs display in one very long screen. It seems to occur after I have used the Special Characters bar to insert diacritics.

This is a known problem which will be fixed in the next release of the client

20

Victoria and South Australia

Cataloguing

Will the error messages and reject messages for the new record import service be more meaningful?

Guidelines are needed.

This will be considered as part of the Enhancements process.

21

Voctoria and New South Wales

Cataloguing

When creating a close copy record, much of the detail from the record being copied is lost – eg edition, publication details, LC number etc. Why can’t they be left in the record?

The data that is removed is specific to the item described in the original record, but not to the new record. The new record will have a different edition, LC number, publication date, and often publication place.

Cataloguers can use copy and paste from the coded data view.

22

South Australia

Cataloguing -

WebCat

Uni of SA have identified an issue/bug in WebCat associated with editing holdings for serial records.

This description is not sufficiently detailed to allow any analysis. More detail required.

23

South Australia

Cataloguing - Authorities

Several tags can not be linked to its Authorities, forcing cataloguers to use non-authorised headings which may well not be authorised in the future, which will reduce the quality of the ANBD. ie. 130, 440, 600, 610, 611, 630, 730, 830

We are not aware of any problems with the link definitions for tags 130, 440, 730 and 830, i.e. the SearchLink command searches for the appropriate authority records. 

We are aware that the link definitions for some tags are defined too broadly and may return authority records containing  types of headings which are not appropriate for the respective bibliographic tag, e.g. use of SearchLink for tag 611 may return authority records for topical and corporate headings as well as conference headings.  The tags which currently have incorrect link definitions are: X00, X10, X11 and 630. If you use the SeachLink function for these tags please check to ensure that the authority record that you choose is appropriate for the tag in the bibliographic record, e.g. for bibliographic record field 710 the authority record heading should be coded as tag 110.  During the coming weeks Libraries Australia will implement changes to the cataloguing system configuration which will resolve this problem.

We are also aware that some SearchLink search, particularly those that contain more than 3 or 4 search terms can be slow. In the coming weeks we will be implementing several new indexes which will be used to improve the response time of the SearchLink function.

24

South Australia

Cataloguing - Authorities

The display of the record number only for your inserted authority in your record is useless and confusing; to overcome this you have to save the record so the text of the heading will display, and click on Edit to get back to the record

Yes, the system does not link the PPN to the Authority record ‘behind the scenes’ until the record is saved.

25

South Australia

Cataloguing - Authorities

We were not trained how to merge authority headings. The manual does not cover this at all

We will add this to the Manual, and to the Tips & Tricks on the Libraries Australia Website. A message will be posted on the Libraries Australia List when this has been done.

26

South Australia

Cataloguing - Authorities

Is it really necessary to link the authority record to the heading? What is the advantage in doing so?

What is the technical difference between a heading that is inserted using Paste Link and the same heading that is simply typed in manually?

By inserting a link, if the authority changes, associated headings in all the bibliographic records linked to the authority will automatically be changed.

The heading that is simply typed in manually is not linked.

27

South Australia

Cataloguing - Authorities

On headings which have the authority number inserted (i.e. has an Exact Link), it is impossible to edit the heading (eg add a subdivision)

The only way to do this is to delete the subject heading with the authority number inserted from the record, and re-input the whole thing with the sub-division. Is there any other way to do this?

It is not possible to edit the text of a linked heading while working in the bibliographic record. This is because the linked heading is not actually stored in the bibliographic record.

To change the heading, you need to delete the link, create your new authority heading, and link the new heading to the heading in the bibliographic record.

28

South Australia

Cataloguing - Authorities

670 fields should be mandatory on authority records. Currently the only way to check if a particular heading is the one you want is to do a separate search of the database to check the items attached to that record.

We would encourage cataloguers to include a MARC 670 in authority records. However this is not part of the minimum record standard.

29

South Australia

Cataloguing - Authorities

When paste & linking an authority, the indicators you input disappear, to be replaced with a #. Do we need to re-input the indicators after pasting a link to Authorities?

You do need to re-input the indicators. However, if you copy and paste the PPN of the authority into the $9 subfield in the Bib record, the indicators will be alright.

30

Victoria, ACT and New South Wales

Cataloguing - Authorities

Authority linking is slow and cumbersome – search link is slow and unreliable, and the client freezes or crashes. Are there any plans for improving the authority aspects of the Client?

There is a workaround for the linking Authorities and bibs issue.

There can be a substantial time delay when linking Bibliographic to Authority records using 'Paste Link' function via the client.  This delay is caused by the relationship of indexes used to generate the link.  The indexing issue is being investigated, but until a solution is found, we offer the use of the following workaround.

Please note, this workaround uses multiple windows.  To open a new window, select Window>New from the Libraries Australia Cataloguing Client toolbar.  We suggest you select the display option Window>Cascade to more easily determine which window you are working in.  For clarity, the steps below refer to Window A and Window B.  This does not reflect the window name that you will see in the client.

You are in the process of creating a Bibliographic record in Window A and would like to link this record to an Authority record.

Open a new Window (Window B)

In Window B, search for the Authority record you'd like to link to.  When you find the record, note the PPN of the Authority record (you may copy this PPN using Edit>Copy PPN or by selecting the PPN and using the keyboard shortcut CTRL-C).

In Window A (the window that contains the record you're creating), add the correct tag, indicators and a $9 subfield which contains the PPN pf the record you would like to link to.  For example, type  "650 #2$9364901187" (you can paste the PPN by using the shortcut key combination CTRL-V or Edit>Paste).

Save the record. 

Once the record is saved, check that the details of the Authority Record reflect the record you would like to link to.  You may use the MARC, Coded Data or Labelled views for this.  You should now see the relevant details of the Authority record appended to the PPN (for example "6502$aRhythm and blues music$xBibliography.". 

Please note, the $9 will not appear in the MARC display, nor will it be output to Libraries Australia Search.

Some searches using the SearchLink command are slow because the searches have been configured so as to be fairly exhaustive and they use indexes which contain stopwords.  We plan to implement new Name and Subject indexes without stopwords specifically to support the Search Link function.  This should improve the response time.

31

Victoria, ACT and South Australia

Cataloguing - Authorities

The absence of a default set-up when starting an authority record from scratch. The old Client had this, and it saved quite a bit of time – we have to key in everything (unless I've failed to notice that we can set something up for ourselves ...?)

You can create your own personal template- see LACC manual at P 106.

32

South Australia

Cataloguing – Authorities

NLA recommend that all Authorities be created on the system prior to cataloguing your bib record, to avoid the loss of the cataloguing window containing your bib record. It is vital that you save your bib record before you click on the "Insert authority item" button

Yes- this is not the same as Amicus.  You can open a new window to create the Authority record though.

“Insert authority item” creates an authority record to instert into the database; it does not link the authority record to the bibliographic record.

33

South Australia

Cataloguing - Punctuation

It seems that LACC has been programmed generally to insert punctuation if the cataloguer hasn't done so, or not to add extra punctuation if the cataloguer has already added it  The automatic punctuation is not always consistent.

We will attempt to fix any minor punctuation problems.

In general the software attempts to input punctuation where the cataloguer has not done so. However, due to the complexity of ISBD it is not always possible to do so reliably (eg the system can’t tell whether a colon or semicolon is required before 245 $b.

We recommend that the cataloguer checks the system supplied punctuation in the MARC21 (M21X) view  after the record has been saved, as per the LACC Manual Page 95.

34

South Australia

Cataloguing - Training

I have found the Client/searching/authority work most frustrating but am wondering whether this would be such a strong feeling once we had received formal training

We strongly recommend that cataloguers attend a training course prior to beginning cataloguing on the Client.

35

South Australia

Cataloguing - Training

Would it be possible for a specific training course to be offered for authority work using the LACC?

Several Libraries Australia Training Agents offer courses on Authorities. Details can be found on the Libraries Australia Website at http://www.nla.gov.au/librariesaustralia/training/schedule.html

36

Northern Territory

Cataloguing & Web

Problem with adding holdings. New staff can add holdings – old staff can’t.

Send details to Help Desk to resolve.

37

Victoria

Change management

Would like to know what is happening with change management

There is a form available on the Website (http://www.nla.gov.au/librariesaustralia/suggestform.html) for people to submit enhancement requests.

38

Queensland

Document Delivery

Don’t know who to contact about LADD problems

Contact the Libraries Australia Help Desk on 1800 026 155 0r librariesaustralia@nla.gov.au

39

Tasmania

Document Delivery

When is the next upgrade scheduled?

The next upgrade is scheduled later this year; date to be confirmed.

40

Western Australia

Document Delivery

Can Subito be added to the list of targets for accessing document delivery

Subito would be of limited use as a target in LADD because it does not support the ISO ILL Protocol for interlibrary loans administration.

41

Western Australia

Document Delivery & Trans Tasman interlending

What are the costs associated with the Trans Tasman Interlending agreement? Both for supply and receipt of items from/to Australia and New Zealand.

Participation in the Trans Tasman Interlending scheme is free, including searching the Te Puna target and requesting/supplying items.  Australian libraries generally adhere to the charging schedule as set out in the ILRS Code for supply of items.  NZ has no equivalent code.  If they wish, libraries are able to change the charges to accommodate postage/insurance costs.  The use of the Max Cost field is recommended to reduce the likelihood of your institution being charged a higher than acceptable rate.

42

Western Australia

Document Delivery & Trans Tasman interlending

Will the costs default to the standard charges minus the GST when requests are received from NZ libraries?

Yes, a default charge minus GST is applied for each type of request. In the Core example, the default cost is AUD $12.00

An FAQ is available on the Trans Tasman Interlending service at http://www.nla.gov.au/librariesaustralia/TePunaFAQs.html

43

Western Australia

Document Delivery & Trans Tasman interlending

Will there be two different rota lists or will they be amalgamated?

The rota list is populated based on the holdings on the particular bibliographic record.  Ie if a TePuna record is found, only the NZ locations will appear on the rota.  It is possible to add locations to the rota.

44

Queensland

FAQs

Where are the FAQs on the LA Website?

http://www.nla.gov.au/librariesaustralia/questions.html

45

Tasmania

FRBR

When is LA going to implement FRBR?

Once our new services have been bedded down, we will revisit this.

46

Victoria

General

At the Annual Users Meeting there is little information given about the activities of the state user groups, except for when they meet etc.

We will keep this in mind for the 2006 Libraries Australia Forum.

47

Queensland

Global Holdings Update

When will Global Holdings Update be available?

Very soon

48

South Australia

Global Holdings update

Is it possible to do a complete holdings refresh?

Yes – but it will need to be prioritised and scheduled. Libraries that require a holdings refresh can contact Libraries Australia to discuss.

49

South Australia

Global Holdings Update

A government dept is splitting into two organisations. Can a global change to the ANBD be used to split their holdings into two different NUCs. Records can be identified for each NUC as they use different classification schemes DDC and LC

Providing it is possible to clearly distinguish between the holdings of the two organisations.

50

South Australia

Record Export Service

Comment that the service is working well, and that the interface is liked.

51

Western Australia

Record Export Service

Is it possible to shorten the time that a library has to wait to get records through RES?

The Record Export Service offers 6 download times with an additional time of noon having been added when RES was introduced. It is not meant to allow immediate access to records. Capturing records through Z39:50 remains the best way of getting records immediately into a local system

52

South Australia

Record Export Service and Products

Any time anyone goes into the edit holdings field it triggers a download even if no changes have been made.

This will happen if you select Save instead of selecting Close when no changes have been made.

53

ACT and New South Wales

Record Import Service

Delay in getting RIS fully functional has impacted on the amount of original cataloguing libraries have had to do. Also when it is up and running there will be a greater number of duplicate records on the ANBD

We appreciate that delays in loading data from agencies and customer libraries has increased the amount of original cataloguing that is required

The delay in implementing RIS will not result in a greater number of duplicate records on the ANBD. The matching programs should be able to handle it. In any case there is a far greater risk to the quality of the database if we don't adequately test match/merge and thereby add duplicate records unnecessarily and worse, allow records to falsely match and replace records.

54

Western Australia, New South Wales, South Australia and Tasmania

Record Import Service

When will NLA start loading customer files? .

LC Books and OCLC files are now being processed.  We are also processing ANL file loads.  We are testing LC Serials and will continue to move forward with customer loads once we have bedded down these sources into the RIS service.  These sources provide the remaining configuration challenges for RIS.

We expect to be loading files from all RIS customer libraries by the end of May.

55

New South Wales

Search

In LA Free - The link to "search catalogue" of a holding library often takes the searcherto a parentwebsite rather than the library catalogue -

while "further information relating to this library" takes users to the ALG entry - not necessarily appropriate for non-librarians. Are there plans to have links to different documentation for end users or those "getting" from Free LA?

Will further investigate

We will investigate creating a tutorial to use with the free service to assist with “Getting” items.

56

New South Wales and ACT

Search

Is it possible to customise Ask a Librarian link so that users are taken to their own virtual reference services and not the NLA’s

This will be added to the enhancements register.

57

Queensland

Search

Can a library’s logo be added to the home page in Search?

We can put this on the enhancements list, and link to the logo in ALG. However, many logos in ALG are no longer current. Libraries are encouraged to ensure that all their data is up to date in ALG.

58

Queensland

Search

Confusion about the login. Where a library does not have scripted access or IP authentication, users must log in at the login screen and then log in again to their personal account.

Personal accounts can be set up so that only one log-in is necessary. This depends on whether a library wants its users to be able to log in from anywhere, or just from the library.

59

Tasmania

Search

Browse searching Authorities – there is nothing to indicate to which heading the references belong

Cannot replicate in Search. Please contact the Help Desk if there is further information

60

Tasmania

Search

It would be useful if search results could display by state before you get to the “Get this..” screen. Would it be possible to have the State limit on all search screens?

Added to Enhancements register

61

Victoria

Search - Charges

When searching RLG or other databases where transaction charges apply, is the charge per search or per number of records?

The charge is per search. Information about charges for transaction based searching is available at

http://www.nla.gov.au/librariesaustralia/charges.html#databases

62

New South Wales

Search - Cover art

Is it possible to use the cover art thumbnails which appear in LA Search in local library catalogues and/or on new titles lists

We have an agreement with Nielsen Bookdata to use the images in Libraries Australia Search. If libraries wish to do likewise in their library catalogues, they may need to negotiate a similar agreement.

63

Victoria

Search – Cover Art

Request to be able to turn off cover art for cataloguing accounts

Added to Enhancements register

64

New South Wales

Search – Enhanced requesting

Access to'enhanced requesting' - what is this functionality, how does it work?

Enhanced requesting allows users to request items from a library – either loan or copy, as well as from a document supplier or online bookshop.

Users must be logged in using an account with enhanced requesting enabled.

Enhanced requesting is available from the Get this item screen.

65

Western Australia

Search - Personalisation

A medical library has three branches all with different NUCs. Is it possible for users to easily view the  items from any of the three branch libraries via Libraries Australia searches?

Use personalisation to allow users to create accounts and define the three branch libraries as "their library".

We can also configure the libraries’ accounts so that all associated holdings are displayed.

66

Victoria

Search and Cataloguing

Why do users have to log in twice when adding or editing holdings via the Search service?

The second login is necessary at the moment  when the changed record is being uploaded to the cataloguing database. This login and password MUST be in upper case.

We hope that a single login will be introduced in a release later this year.

67

Queensland

Search and Document Delivery

Enhanced requesting/ LADD

When users put in the title and author of an article, it is blank in LADD

This was not able to be replicated. Please contact the Help Desk with more information.

68

New South Wales

Search Free service - Promotion

Wondered if / what plans had been made to promote free LA to people in New South Wales

Flyers and posters have been distributed to all public libraries in Australia. As well as the National launch on Feb 27, there will be launches in every state and territory over the next few months, with associated press coverage.

Libraries that wish to promote usage of the free service are encouraged to contact the LA Help desk and request flyers and posters.

LA staff are currently developing a simple A4 guide for use with the free service.

69

South Australia

Search/Document Delivery

Is it possible to customise the ILL forms available through Enhanced Requesting

This will be discussed as part of the enhancements process. However LA staff will need to know what the major concerns are with the current forms, as it is not feasible to have many different forms in use for enhanced requesting. This is also dependent on the fields that can be accommodated in LADD.

70

New South Wales

Subscriptions

The group would like to know more about the subscription package for new libraries based on EFTs

Would also like more information about the model subscription for specials and university libraries

The Library is developing a model for new special libraries offering an introductory rate determined by a library’s acquisitions budget rather than the number of EFT staff.  This is seen as a better indicator to use. Interested libraries are invited to contact the LA Helpdesk for more information.  The proposed model for universities is based on the total library budget and has not yet been endorsed by CAUL.

Libraries Australia will be in contact with a sample of existing special libraries to develop a new model based on suitable indicators, such as acquisitions budget