2002 Annual Meeting

OCLC CJK Users Group 2002 Annual Meeting

Saturday, April 6, 2002

Holiday Inn Georgetown

2101 Wisconsin Avenue NW

Washington DC, 20007

(Continental Breakfast provided)

Agenda

•8:00-8:30 a.m. Continental Breakfast -- Hosted by OCLC 8:30-8:50 a.m. Chair's Report -- Wen-ling Liu, Indiana
8:50-10:05 a.m. Program Committee Meeting
8:50-8:55 a.m. Introduction -- Mikyung Kang, UCLA
8:55-9:15 a.m. Cataloging Experiences in CUHK (Chinese University of Hong Kong) Library:

1. ■ Direct Use of INNOPAC and OCLC CJK for Original Cataloging --
2. ■ Maria Lau, CUHK

•9:15-9:30 a.m. Report on Pinyin Task Force' Local Pinyin Conversion Survey --

1. ■ Meng-fen Su, University of Texas at Austin

•9:30-9:45 a.m. Pinyin Conversion Progress Report from OSU (Ohio State University):

1. ■ Focus on Non-Chinese Pinyin Specification -- Hee-sook Shin, OSU

•9:45-10:00 a.m. Harvard-Yenching Library's Retrospective Conversion Completion Report and
• Pinyin Conversion Record Clean-Up Completion Report --
• James Lin, Harvard Yenching Library
•10:00-10:05 a.m. Questions and Answers 10:05-10:20 a.m. Break
10:20-12 noon OCLC Reports
10:20-11:00 a.m OCLC Strategic Plan and Developments: Progress Report --

1. ■ Marty Withrow, Director, Metadata Services Division

•11:00-11:20 a.m OCLC CJK Activities Including Asia Pacific CJK-Related Work --

1. ■ Hisako Kotaka, Senior Product Manager, Metadata Services Division

•11:20-11:40 a.m. OCLC Metadata Contracted Services (RetroCon, TechPro, and Language Sets) --

1. ■ Bing Yu, Manager,Metadata Contracted Services

•11:40-11:55 a.m OCLC Pinyin Conversion Finalization --

1. ■ Marty Withrow, Director, Metadata Services Division

•11:55-12:00 p.m. Questions & Answers

Minutes

Wen-ling Liu, Chair, convened the meeting at 8:30 a.m. She welcomed all the participants and thanked OCLC for hosting the meeting. Convener: Wen-ling Liu
Recorder: Toshie Marra
Photographer: Abraham Yu

Honoring Mr. Karl Lo (See APPENDIX) Ms. Liu presented a plaque to Mr. Karl Lo, who retired in early 2002 as Director of International Relations and Pacific Studies Library, University of California, San Diego, and was recently appointed Acting Chief of the Asian Division, Library of Congress, to commemorate his contribution to the OCLC CJK Users Group from its first establishment in 1991. She acknowledged Mr. Lo's distinguished leadership in promoting resource sharing through advanced technologies and in serving as Chair and Vice-Chair of the Group from 1991-1995, and presented to him a framed certificate of appreciation in recognition of his extraordinary contributions.
Mr. Lo, in return, gave a brief address, in which he shared with the audience his memory of fruitful working experience with Mr. Andrew Wang, Ms. Hisako Kotaka, and Mr. Marty J. Withrow, as well as his vision of the future.

•
Chair's Report (Click here for the PowerPoint presentation)
Ms. Liu introduced the current officers, appointed officers, and Task Force members:
Current Officers (2001-2003):
•Chair: Wen-ling Liu, Indiana University
•Vice-Chari/Chair-Elect: Philip Melzer, Library of Congress
•Chinese Officer: Meng-fen Su, University of Texas at Austin
•Japanese Officer: Toshie Marra, University of California, Los Angeles
•Korean Officer: Mikyung Kang, University of California, Los Angeles
•Member-at-Large: Vickie Fu Doll, University of Kansas
•
Program Committee Members (2001-2002):
•Chair: Mikyung Kang
•Members: Philip Melzer and Meng-fen Su
•
Appointed Officers (2001-2003):
•Webmaster: Abraham Yu, University of California, Irvine
•Chair, Pinyin Conversion Task Force: Hsi-chu Bolick, University of North Carolina, Chapel Hill
•
Pinyin Conversion Task Force (1999- ):
•Chair: Hsi-chu Bolick
•Members: Sarah Elman (University of California, Los Angeles), Wen-ling Liu, Meng-fen Su, and Daphne Wang (University of Oregon)
•
Ms. Liu summarized the major activities of the past year:
•Board meeting on June 16 in ALA 2001 annual conference, San Francisco
•Pinyin Task Force's investigation on the response to LC's Pinyin guidelines clarification, non-Chinese records conversion and the Local Pinyin Conversion Survey
•Membership renewal and recruitment from Nov. to Dec. 15, 2001—134 voting members from 82 institutions as of March 18, 2002
•Program Committee's coordination and planning for the 2002 annual program
•Continuing communication with OCLC in regard to the Group's needs and their plans
•Bylaws Amendment proposal announced via the CJK listserv on March 18, 2002
•
Ms. Liu announced the proposed Bylaws amendment to the Group, and explained the rationale and the intended change in Article VIII: the Bylaws may be amended at a general meeting of the Group, or in a mail ballot, not by "a two-thirds vote of the membership," but by "a two-thirds vote of the members voting." As the Executive Board plans to send out electronic ballots to all the members in one-and-a-half months, she encouraged the audience to give serious consideration to and to generate discussion on the issue before voting.
As a welcome surprise, Mr. Andrew Wang, Executive Director, OCLC Asia Pacific, spoke to the audience after seven years of absence from the Group's annual meeting.
Mr. Wang provided additional information on Mr. Karl Lo's great contribution to the Group as well as to OCLC in the past years. He, then, gave highlights of the current activities of the OCLC Asia Pacific:
•Four Chinese member institutions from Hong Kong—the Chinese University of Hong Kong, Fung Ping Shan Library, the University of Hong Kong, and the Hong Kong University of Science and Technology—contribute many original bibliographic records for Chinese materials
•The National Institute of Informatics (NII) began to use OCLC/NACSIS ISO ILL linkage for resource sharing in January 2002
•The entire National Union Catalog of Singapore will be loaded to Worldcat in April

2002 Program Committee Meeting
Ms. Mikyung Kang, Chair of the Program Committee, introduced the Program Committee members, the agenda, and the speakers.

Cataloging Experiences in CUHK (Chinese University of Hong Kong) Library: Direct Use of INNOPAC & OCLC CJK for Original Cataloguing, the CUHK Experience—Maria Lau, Chinese University of Hong Kong (Click here for the PowerPoint presentation)
Ms. Maria Lau delivered her presentation on cataloging experience at the CUHK Libraries. The University Library System (ULS) was established in 1963. It adopts the U.S. cataloging standards such as AACR2, MARC21, LCSH, MeSH, LCCS, and NLM classification, as well as Pinyin romanization for the cataloging operation on the INNOPAC System. The ULS collection consists of 1.61 million volumes of books and bound periodicals, of which 606,763 volumes are monographs in East Asian languages, primarily in Chinese. Recognizing a low hit rate of finding matching bibliographic records for Chinese materials on WorldCat—less than 15 %—in February 2000, CUHK decided to contribute their original cataloging records to OCLC for the purpose of resource sharing.
Because of the code difference for inputting Chinese characters—while CUHK uses CCCII and Big5, OCLC uses EACC—and the desire for a simplified operational procedure, the following workflow was implemented:

1. Retrieve record from INNOPAC System

•2. Convert invalid EACCs, using software: Hex Workshop
•3. Import to OCLC CJK local file
•4. Duplicate check; validate records
•5. Convert invalid EACCs, and amend/add invalid EACC to conversion list
•6. Produce
•
During the past two years, CUHK exported 1,080 original cataloging records from INNOPAC, of which 908 were successfully contributed (contribution rate: 84.25%) and 172 were added holdings to existing records, to WorldCat. With batch processing, the entire process took in total 1,737 minutes, which averages to 1.6 minutes of processing time for each record.
Below are difficulties and opportunities found in the process:
•* Pressure to comply to conventional cataloging practice and rethink on local CJK practices
•* Additional editing work on contributed records and subsequent record maintenance

1. ■Examples:
2. ■– Remove non-conventional data
3. ■700 1# Hong Kong (China). $b Audit Dept.
4. ■700 1# `i’†š j. $b RŒv™|.
5. ■– CUHK uses Pinyin for Taiwan place names and has to change back to Wade-Giles for records contributed to WorldCat
6. ■– Check for invalid EACC
7. ■* Handling of Chinese characters in the computer environment has always been a problem, and CUHK staff learned a lot more in the process. In her concluding remarks, Ms. Lau expressed the desire for OCLC to implement UNICODE, to promote more communication among OCLC contributing libraries in Hong Kong to share common problems and concerns, and to participate in the Hong Kong Chinese Authority (Name) Project (HKCAN Project).

•Questions and Answers:
Q: How can we access the HKCAN authority file?
A: Contact Ms. Lau by email (maria@lib.cuhk.edu.hk) or directly contact HKCAN staff.
Q: How does CUHK staff create place name headings particularly in regard to qualifiers?
A: When CUHK staff produce records on WorldCat, they follow strictly the US practices.

Report on Pinyin Task Force' Local Pinyin Conversion Survey--Meng-fen Su, University of Texas at Austin (Click here for the PowerPoint presentation)
Prior to Ms. Su's report, Ms. Hsi-chu Bolick, Chair of the Pinyin Conversion Task Force, presented an overview of the Task Force activities in the past year.

Task Force Members: Hsi-chu Bolick (Chair), University of North Carolina at Chapel Hill

•Sarah Elman, University of California at Los Angeles
•Wen-ling Liu, Indiana University
•Meng-fen Su, University of Texas at Austin
•Daphne Wang, University of Oregon
•Comments on LC's Pinyin romanization guidelines were submitted to LC in June, 2001 (http://oclccjk.lib.uci.edu/task01.htm)
•Reviewed OCLC non-Chinese record conversion test files in October and November, 2001
•Survey on the local conversion status was conducted in February, 2002
•
Ms. Meng-fen Su reported on the findings from the OCLC CJK Users Group Local Pinyin Conversion Survey.
The purposes of the survey were:
•To gather information on the current status of local Pinyin conversion tasks among OCLC CJK libraries,
•To share experiences in record reloading and reviewing of OCLC converted records and other local clean-up issues, and
•To share information and facilitate discussion.
•
By March 8, 2002, the Task Force received 36 returns from 34 academic libraries, 1 public library, and 1 special library. Following are the findings:
•Twenty-five libraries out of 36 used or planned to use OCLC, while four used RLIN
•Among those 25 libraries used/planned to use OCLC conversion service, 10 decided to convert all language materials, 2 for CJK, 2 for Chinese and Western languages, and 9 decided to convert only Chinese records
•Six libraries completed conversion by Feb. 2002, while 13 expect to complete by the coming winter
•Number of records sent by the six converted libraries for conversion:
•University of California, Los Angeles: 96,606 Chinese, and 4,864 Non-Chinese
•University of California, Irvine: 13,314 CJK records
•University of Florida: 4,222 Chinese (requested OCLC to add 880 fields to 3,123 records first)
•University of Illinois at Urbana Champaign: 26,725 Chinese (converted)
•University of Texas at Austin: 32,067 Chinese
•University of Washington: 64,571 Chinese (non-serial only)
•Among the six converted libraries,
•1. half used Authority Services as well
•2. four added additional manpower
•3. four received 10-15 % of Chinese records marked for review, while one received 5-10% of them
•4. one received 20-25 % of non-Chinese records marked for review
•5. half found errors with records not flagged for review
•6. two reviewed the records before loading, while others did not
•7. some uploaded all records at once, while others uploaded in segments
•Types of conversion errors found in the six converted libraries:
•1. Problems in review reports
•2. Incorrect conversion or non-conversion due to errors in original records
•3. Non-converted headings due to not-yet-updated LC authority records at the time of conversion
•4. Partial conversion for unknown reasons
•5. Some English words in field 500 notes were converted to pinyin
•
Among the six converted libraries, five found the OCLC's conversion services either very satisfactory/satisfactory, or acceptable. The following are recommendations to those libraries preparing for conversion:
•Gain support financially and morally from library administrator and the system staff
•Know what your system can and can't do and plan your actions accordingly
•Discuss with other campus cataloging centers to determine unified interim cataloging policies and practices
•Send CJK and non-CJK records in separate files for better conversion result
•Know about your library's cataloging practices and cataloging records
•Added Authority Services are helpful
•
In addition, it was recommended to follow standard cataloging/authority practices as much as possible to reduce the amount of clean-ups at the end of the conversion.

Harvard-Yenching Library's Retrospective Conversion Completion Report and Pinyin Conversion Record Clean-up Completion Report—James Lin, Harvard-Yenching Library
Due to the unexpected need to set up another PC, the order of presentations was changed. Ms. Kang explained that the Program Committee invited Harvard-Yenching Library and Ohio State University Libraries to share their experiences in the local Pinyin conversion from the perspectives of libraries of two different sizes, namely a large East Asian library and a middle-sized East Asian library.
Mr. James Lin reported that the Retro-con Project at Harvard-Yenching Library was completed in April 2001, two months ahead of its scheduled time. The Project took eight years (1994-2001) and cost totally 2.3 million dollars, involving conversion of more than 300,000 bibliographic records for Chinese, Japanese, Korean, and Vietnamese monographs, serials, and microforms. Some 3,500 CJK rare books were also converted. With the completion of the Project, the Harvard-Yenching Library's collection, including on-order materials, are now all online except ca. 3,000 rare book titles.
Mr. Lin reported also on Pinyin conversion clean-up project at the Harvard -Yenching Library. The Library received 40,000 "flagged" records from RLG and 1,300 records from OCLC. In order to facilitate the process, the Library hired one full-time, and two part-time staff for six months, and completed the project last month. The following are recommendations and experience that he wished to share with the audience:

1. ◦
2. ◦1. You need people who are very experienced with the Pinyin Romanization system.
3. ◦2. Those staff members also have to know the Pinyin guidelines very well. In order to ease the learning process, the Library issued four-page guidelines. (Mr. Lin originally intended to share these guidelines with the audience. He decided not to do so because of the new rule for Chinese geographic names recently implemented at LC, which was not reflected in the guidelines.)
4. ◦3. The Library staff first printed out 5,000 flagged records to be corrected, and fixed records online later. However, printing process was found time-consuming and costly. After the completion of the first 5,000 bibliographic records, the staff reviewed the rest of the 35,000 remaining records and made correction online.
•4. During the correcting process for the record, the Library staff first followed the subfield #f instruction from the field 987. After that, he/she started to check all other entries in that record to make sure they were o.k. The Library's experience showed that about one-fourth to one-third of the records contained conversion related problem other than those mentioned in #f.
•Having such experience, Mr. Lin wondered if those records that were not "flagged" were in fact all free of problems. He was willing to hear opinions from colleagues at other institutions.

Pinyin Conversion Progress at OSU (Ohio State University), Focusing on Non-Chinese Pinyin Specification--Hee-sook Shin, OSU Library (Click here for the PowerPoint presentation)
Ms. Hee-sook Shin presented a report on Pinyin conversion progress at the Ohio State University Library (OSUL), where the Pinyin Working Group was appointed in May 2000. The Group investigated the overall progress of Pinyin conversion, and recommended a course of action for OSUL.
In general, the procedures were set up as follows:

1. Collecting Chinese and non-Chinese records

2. Exploring options by evaluating collected records using sample tests

3. Writing a specification for Pinyin conversion

4. Clean-up

For collecting Chinese records, following searches were conducted:

•Language code "chi" without 987 field
•Language code "" and records with field 880s

For collecting non-Chinese records, following searches were conducted:

•Language code not "chi", but has "chi" in 041 field
•Language code not "chi", and does not have "chi" in 041 field, but has country code (cc, ch, hk, si, or my)
•Language code not "chi", but has (cc, ch, hk, si or my) in 043 field
•Language code not "chi", but has "Chinese" in 500 or 546 field
•Language code not "chi","jpn", or "kor" but has 1 in 066 field

As the second step, the Group evaluated sample records.

1. First sample test for conversion using local records by OCLC:

1. ◦ Most Wade-Giles fields were converted correctly
2. ◦ Errors--Capitalization (Zhen, Xiang), partially converted, etc.
3. ◦ Pinyin fields were not affected by the conversion program--duplication of title entries occurred
2. Second sample test (comparison between 100 OSUL and OCLC records)

◦In general, OCLC records were enhanced by other institutions, and they were of better quality than local records
◦Differences between OCLC and local records are mostly the result of local practices such as different cutter number, series titles in 490/830 fields instead of 440 field

3. Third sample test (reviewing 200 OCLC non-Chinese records)
•Errors and issues discovered --The author name was converted in the 245 field, but not in the 100 field --Wade-Giles in 5xx fields were not converted --Some Chinese subject headings were not converted --Wade-Giles in the 246 or the 740 fields were not converted, particularly in JK (Japanese and Korean) records --Errors found in some records which included 987 fields with the status code "c" --Many English records with Wade-Giles were not converted

As the third step, the Group came up with a specification for Pinyin conversion and CJK record replacement.

1. OSUL will send 3 files to OCLC:

•Chinese records--For conversion
•Non-Chinese records--For conversion
•Japanese and Korean records--For records replacement

2. Chinese records:

• Pinyin conversion using option 4

◦1) OCLC will map the fields (035, 910, 590) from the local records to the WorldCat records
◦2) 880s--If the OSUL record has 880 fields and the WorldCat record does not, convert the OSUL record to Pinyin and return the OSUL records

3. Non-Chinese records:
• Pinyin conversion using option 1

◦1) Converted records will be reviewed by staff
◦2) No editing will be done during the conversion period

4. Customized reports:

◦1) List of OSUL records if publication date in 260 in OSUL record does not match with publication date in 260 in the OCLC record
◦2) List of OSUL records that have duplicate OCLC numbers, no matches, or no 880s in both OSUL and OCLC records

As concluding remarks, Ms. Shin reminded the audience of the need of collaboration between individual East Asian libraries and the three principal organizations in the Pinyin conversion venture, the need of sharing information on the conversion outcomes at individual libraries, and the need of fixing errors when encountered.

OCLC Reports

Before starting the OCLC reports, Mr. Marty Withrow, Director of the Metadata Services Division, OCLC, acknowledged Mr. Karl Lo's extraordinary contributions to the Pinyin conversion and to the promotion of multi-lingual, multi-script OPAC systems with Z39.50 protocol. He then presented to Mr. Lo a plaque with a clock representing the OCLC.

OCLC Strategic Plan and Developments: Progress Report—Marty Withrow (Click here for the PowerPoint presentation)

Mr. Withrow presented the service view of the OCLC cooperative—three service areas, i.e. Cataloging & Metadata Services, Digital & Preservation Resources Services, and Discovery & Fulfillment Services. The three service areas create a self-reinforcing cycle that supports library cooperation through Extended WorldCat, while at the same time creating new opportunities for expanding cooperative activity into new areas.

WorldCat presently supports cataloging, resource sharing and reference services to libraries. Last year, member libraries cataloged 55 million items via WorldCat and arranged 8.6 million online interlibrary loans. Library users did over 64 million reference searches on WorldCat. It now contains 49 million bibliographic records in 434 languages and over 800 million location listings, and grows by over 2 million records a year. OCLC's new strategy calls for taking this extraordinary library resource to an even higher and more useful level.

The extended WorldCat will be based on Oracle, have Unicode based character sets, and be able to support multiple languages in multiple scripts. OCLC is planning to support new metadata formats like the EAD format used in archives and special collections or the VRA format used for visual resources.

In the area of Discovery Services, recent WorldCat enhancements include added evaluative content such as cover art and summaries for books, interface redesign, Z39.50 OPAC holding links so that it displays local data in WorldCat and other First Search databases, links to Web booksellers, and rank results by library count. For First Search, Japanese interface has been released on March 24, 2002, and the Chinese counterpart is expected to be released within the next few months. To promote library collections and services in the web spaces where patrons look for information, OCLC started a program to link WorldCat holdings to resources offered through library portals and on the "public" web sites. Current partners include online booksellers and library information service providers.

A virtual reference desk service will be offered by OCLC and LC, and the service will be launched in June 2002. The new OCLC ILL web interface has been well accepted, and more than 1,100 libraries are now using this new interface.

OCLC's Digital & Preservation Resources will offer a complete, integrated set of services which will help to build awareness of digitization for your staff, board, and constituents, and move you through the Digital Lifecycle to the point where you are storing your digitized collection materials and preserving them for long-term use. The OCLC Digital & Preservation Co-op provides participants with an opportunity to share knowledge, develop funding opportunities, increase access to digital resources, establish best practices, influence standards and work together to build new collections.

OCLC Cataloging & Metadata Services help libraries cost effectively obtain and manage the metadata they need for both the print and electronic resources (CatExpress, New expert systems, PromptCat, TechPro). OCLC offers ready-for-the shelf collections for Chinese, Japanese, Korean, Vietnamese, Russian, and Spanish languages. And in the near future, OCLC will offer a custom collection development program including acquisition, cataloging, and physical processing services for books, videos, and other media materials.

By 2004 or later, the New Interface will be implemented. The features of the New Interface include:

•* Single entry point to OCLC Cataloging Services
•* Combines the best of OCLC Web and Windows-based interfaces
•* Springboard into enhanced WorldCat
•* Browser-based
•* Advanced Windows-based toolset coming to complement the browser interface

Questions and Answers:

Q: Are there any users of CatExpress service? A: Yes, there are many.

Q: Does the CatExpress service support CJK records as well? A: No, this is strictly for roman-script only.

OCLC CJK Activities Including Asia Pacific CJK-Related Work--Hisako Kotaka (Click here for the PowerPoint presentation)

Ms. Hisako Kotaka's presentation focused on OCLC CJK. First she gave an overview on the OCLC CJK users today.

150+ OCLC CJK libraries worldwide

OCLC unable to maintain "CJK Who's Who" since CJK software available at no cost—The directory maintained by OCLC CJK Users Group provide an view about the membership in the North America

CJK software use spreading to public and special libraries

Contracted CJK projects (RetroCon, TechPro, Language sets) serving users

5% of WorldCat (ca. 2.4M) is CJK MARC by 1.6% of OCLC cataloging members

Details on the OCLC CJK users and database statistics are available from: http://www.oclc.org/oclc/cjk/statmenu.htm

Then, she gave a status report on OCLC CJK Software:

CJK version 3.11 available since February 2001 for electronic download

CJK 3.11 and Z-Client 1.00 will be on OCLC Access Suite 5.0 CD version in 2nd quarter 2002 for easy, quick installation

CJK/Z-client enhancement is "on hold"

CJK functionality will be incorporated into the new Unicode-based OCLC Cataloging Service --projected 2004
http://www.oclc.org/strategy/cataloging/guidetomigration.pdf

On OCLC CJK database projects, the following were reported:

OCLC WINE Project Phase II done & WINE Records Editing Guide posted: http://www.oclc.org/oclc/bit/254/01aug.htm - waseda
http://www.oclc.org/oclc/cjk/wineproject.shtm

WorldCat Pinyin Conversion done: - Still need the MARC 987 pinyin marker field
- No longer use the WG vs. PY conversion in CJK software to avoid double PY conversion

EACC Validation Work done:
- Invalid EACCs cannot transform into Unicode in the new OCLC Oracle database

The following are the technical news particularly for CJK catalogers:

CJK NACO members can adopt CatME for NACO work with similar user interface

Passport use for NACO work will end in December 2003

Cataloging rules changed to use GMD $h "electronic resource" replacing "computer file" – WorldCat scan and update in process

New expanded keyword indexes help users focus search outputs
http://www.oclc.org/oclc/tb/tb235/tb235.htm

As to the technical concerns from CJK users, Ms. Kotaka discussed the following:

Toll-free fax number 1-866-709-6252 to report problems to OCLC Quality Control

CJK cataloging charges/credits the same as for non-CJK cataloging

Online title scan is powerful, but could be costly as 1) scan is one charge and 2) each line select/display is another charge

Users can save time/cost for CJK cataloging by mixing online and batch tasks in workflow

Contact RSP (Network) for your cataloging price information

The following issues related to CJK communications and training were mentioned:

OCLC Internet List Manager aware of "junk mails" over the open list

OCLC-CJK list with 'scan' features in development to control the list contents

OCLC UNS and CJK Resource People support and respond to CJK users' needs http://www.oclc.org/support/
http://www.oclc.org/oclc/cjk/resource.htm

OCLC provides CJK information, news, updates, and announcements via OCLC- CJK list and CJK Web home page

E-Learning course sponsored by the OCLC Institute to prepare for changes

•"Cataloging Internet Resources
•using MARC21 and AACR2 v2,
•Revised & Expanded"
•http://www.oclc.org/institute/elearning/

OCLC Metadata Contracted Services (RetroCon, TechPro, and Language Sets) --Bing Yu (Click here for the PowerPoint presentation)

Ms. Bing Yu presented an overview on contracted services. First, on the RetroCon CJK Projects, she summarized the recent contract jobs that OCLC handled: Harvard Yenching Library (255,241 records of CJK and Vietnamese languages were converted by May 2001), UC Berkeley (50,000 CJK records for Phase II, and 26,833 for Phase III were converted), University Of Chicago (31,436 CJK records for Phase I were converted), Princeton University (scheduling to convert 180,000 CJK titles by April 2004), and Yale University (53,328 CJK records were converted, and 97,000 CJK titles will be converted by June 2003).

As to the OCLC TechPro Services, OCLC now has a new, simplified pricing structure, and will be able to begin cataloging projects for Japanese and Chinese languages in early summer. The projects that TechPro Services worked in 2001/02 include Cornell University (CJ), University of Maryland (J), Grinnell College (C), University of California San Diego (JK), Brown University (CJK), Ohio State University (CJK).

Regarding the Language Sets Services, Ms. Yu mentioned that the services have been very successful, particularly among public libraries. As the services expanded, new staff members joined in July 2001: Lisa Elliott (Co-manager), Andy Kier (Russian Specialist), and Nancy Thomas (Spanish Specialist). The following are news and projects of Language Sets Services for 2001/2002:

New languages will be added to the services each year

Fiction and non-fiction sets are ready to order

Chinese videos and DVD sets will be available soon

There were more than 50 new libraries who signed up for Language Sets Services

OCLC Pinyin Conversion Project—Marty Withrow (Click here for the PowerPoint presentation)

As Mr. Glenn Patton, Director, Metadata Standards & Quality, OCLC, was unable to attend the OCLC CJK Users Group meeting this year, Mr. Withrow reported on the OCLC Pinyin Conversion Project for Mr. Patton.

In the past year, OCLC converted 710,000 Chinese bibliographic records during May and June, 2001 (including 8,900 CONSER serial records), and in October 2001, another 25,000 non-Chinese bibliographic records were converted. There have been several periodic clean-up scans for records added to WorldCat since initial conversions.

The audience was requested to continue to add a 987 field (current instructions are found at http://www.oclc.org/oclc/pinyin/oclcupdate.htm

•* For new Chinese records created in OCLC--Continue to include a 987 field
•* For non-Chinese records that include Pinyin data--Include a 987 field, especially if the record also contains language code 'chi' in field 041.

As to the future projects, OCLC will continue to do clean-up conversions of batchloaded records and work on the 100,000 records marked for review. OCLC will be doing authority control processing on bibliographic records in WorldCat. This will assist in updating the name and subject headings on more non-Chinese records as well as updating headings on Chinese records if those headings have changed since the conversion.

OCLC CJK users are requested to replace the records marked for review, when possible. When we do this, we must change the 987 $d from "r" to "c" and remove the 987 $f. If you do not have the authorization to replace records, you should report by using the "Report Error" function in CJK, or by using the web form found at http://www.oclc.org/oclc/forms/bibchg.htm
Also, we are asked to take another minute before we add a new record to WorldCat, and eliminate typos and other avoidable problems.

In connection with the future development of WorldCat, OCLC encourages us to start thinking about the topics of: 1) vernacular data in authority records, and 2) bibliographic records without romanized data. There has already been some discussion at LC and MARBI about how to incorporate other scripts into authority records and how to link together records for headings created under different cataloging rules. There are also various projects in China, Hong Kong and Taiwan to build an authority file of vernacular headings. Regarding the second topic, the example of OCLC Arabic software was mentioned, which accommodates vernacular data without parallel romanized fields.

Questions and Answers:

Q: Until when are we going to use the field 987?
A: No definite date can be set at present.

Q: Can OCLC work more aggressively to include Chinese bibliographic records created by Chinese institutions into WorldCat?
A: Members can contact the Asia Pacific for updated information.

Q: Can OCLC convert 40,000 Chinese MARC records that were previously purchased by the University of California, San Diego?
A: It is technically possible. OCLC is able to support such kind of conversion as it helped to convert the Tsinghua University Library bibliographic records from the China MARC with GB code to the OCLC MARC with EACC code.

Q: Can OCLC CJK Users Group consider to form a Task Force to promote metadata and electronic resource cataloging?
A: Please contact the Chair.

Q: Regarding the Arabic software, can users search by romanization for bibliographic records that do not have the romanized data?
A: It is not possible, unless users know vernacular scripts.

The meeting adjourned at 12:00 p.m.

Respectfully submitted, Toshie Marra University of California, Los Angeles

APPENDIX (April 6, 2002)

Dear Mr. Karl Kwok-Bong Lo, upon your retirement in 2002, the OCLC CJK Users Group would like to acknowledge your distinguished leadership in promoting resource sharing through advanced technologies and in serving as Chair and Vice-Chair of the Group from 1991-1995. In 1991, as one of the founding Chairs, you initiated the establishment of the OCLC CJK Users Group for all its CJK users worldwide. Your strong support of the Group extended to the succeeding Board members.

As an advocate of technologies related to multilingual scripts, you inspired the Group with your vision of and belief in resource sharing. Because of your exemplary leadership, the Group has been able to achieve its mission and objectives as stated in the Bylaws.

On behalf of the OCLC CJK Users Group, the Executive Board members hereby present this certificate of appreciation in recognition of your extraordinary contributions.

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Wen-ling Liu Philip Melzer Meng-fen Su

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Toshie Marra Mikyung Kang Vickie Fu Doll

OCLC CJK Users Group Annual Meeting, Washington, D.C., April 6, 2002