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RDA: Transcribing TOC

RDA: Transcribing TOC. 2014 ALA Midwinter Meeting ALCTS CaMMS Cataloging & Classification Research Interest Group Presentation by Peter Spyers-Duran University of Central Florida Libraries Peter.Spyers-Duran@ucf.edu Presentation slides available at : http://sdrv.ms/1buGyCw.

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RDA: Transcribing TOC

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  1. RDA: Transcribing TOC 2014 ALA Midwinter Meeting ALCTS CaMMS Cataloging & Classification Research Interest Group Presentation by Peter Spyers-Duran University of Central Florida Libraries Peter.Spyers-Duran@ucf.edu Presentation slides available at: http://sdrv.ms/1buGyCw

  2. RDA 1.7.1 Transcription • Accept data without modification if: • a) using a description created by another agency  or • b) using data derived from a digital source of information by automated scanning, copying, or downloading process. 1 • “Take what you see. Accept what you get.”2, 3 • Forget about AACR2 rules on abbreviations and capitalization. • Copy and paste publisher data without modification. • RDA is based on the IFLA Statement of International Cataloguing Principles.4, 5 • Representation—Represent the work way it represents itself. • Convenience of the user—Catalog with the user in mind • Economy–Use the least cost or the simplest approach.6 • RDA Toolkit http://access.rdatoolkit.org/ • Tillett, Barbara B. RDA Background and Implementation Issues. San Luis Potosi: Regional Cataloging Conference, March 26, 2009. • Library of Congress. RDA Module 1 --Introduction to RDA; Identifying Manifestations and Items, Sept 2012. • Tillett, Barbara B. RDA Background and Implementation Issues. San Luis Potosi: Regional Cataloging Conference, March 26, 2009. http://www.rda-jsc.org/docs/btmexico-20090326.pdf • Library of Congress. RDA Module 1 --Introduction to RDA; Identifying Manifestations and Items, Sept 2012. http://www.loc.gov/catworkshop/RDA%20training%20materials/LC%20RDA%20Training/LC%20RDA%20course%20table.html • IFLA. Statement of International Cataloging Principles, 2009. http://www.ifla.org/files/assets/cataloguing/icp/icp_2009-en.pdf

  3. TOC on publishers’ websites • Ubiquitous • Marketing material • Formats friendly to copy and pasting

  4. Why add TOC and/or summaries? • Increasing access points • Adding value for patrons • Automated retrieval centers/offsite storage • Online bookshelves • Discovery tools – increased keyword searching • Users want TOCs and summaries7 • TOC increase circulation8 7 Calhoun, K. S., Cantrell, J., Gallagher, P., & Cellantani, D. (2009). Online catalogs: What users and librarians want. Dublin, OH: OCLC.   8Chercourt, Mina & Marshall, Lauren (2013) Making keywords work: connecting patrons to resources though enhanced bibliographic records

  5. Overview of Workflow • Use search engine to locate book/TOC on publisher’s website. • Search on publisher and title, in this order. • Compare TOC on website to the book in hand. • If TOCs differ slightly, edit to make them consistent. • Decide whether to add complete or partial contents. • If TOC are too detailed, copy only the highest level chapter information. • Copy and paste TOC into Connexion • Copy and paste TOC chapter by chapter when formatting is not suitable for copying and pasting entire TOC. • When pasting into Connexion, right click and select “Paste Unformatted.” • Edit TOC for readability: • Delete unwanted spaces and characters, including chapter and page numbers. • Add -- to separate chapters. • Add / before statements of responsibility. • “Edit/validate” record in Connexion. • Correct any invalid characters.

  6. Workflow • Use search engine to locate book/TOC on publisher’s website. • Search on publisher and title, in this order.

  7. Workflow • Compare the TOC on website to the book in hand • If slightly different edit to make consistent

  8. Workflow • Complete or partial TOCs? • Partial contents: • Too much chapter info Tip: Sometimes it is most efficient to copy and paste chapter by chapter.

  9. Workflow • “Basic” level of content • All content goes into the $a • Keyword searchable • Advantage--quick to enter • -- separate chapters • / precedes statements of responsibility • “Enhanced” contents • Content field specific • $t = title • $r = statement of responsibility • $g for other information • Indexed & searchable in catalog • Downside– time consuming to enter.

  10. Workflow • Copy and paste contents into Connexion • When pasting into Connexion right click and select “Paste Unformatted.”

  11. Workflow • Using standard paste “ctrl v” when inserting TOCs into Connexion results in…. • Always right click and select “Paste Unformatted.”

  12. Workflow • Edit TOC for readability: • Delete: unwanted spaces, chapter and page numbers, ellipses, etc. • Add -- to separate chapters • Add / before statements of responsibility

  13. Workflow • Click the “Edit Validate” button in Connexion to check for invalid characters. • Invalid characters are the single biggest problem with copy and pasting TOC. • The dreaded “505 invalid character” message is usually caused by the following special characters: • – (dashes) • ‘ (curly single quotation marks) • ‘ (curly apostrophes) • “ (curly double quotation marks) • ´ (accent marks) • ~ (tildes)

  14. Workflow • Edit >> MARC-8 Characters >> Verify Highlights in red the following invalid characters in Connexion: • – (dashes) • ‘ (curly single quotation marks) • ‘ (curly apostrophes) • “ (curly double quotation marks) Process won’t highlight accents, tildes, umlaut and similar marks.

  15. Workflow • Few invalid characters • Manually replace invalid characters in Connexion • Many invalid characters: • Use “Find and Replace” in MS Word • “ (curly double quotation marks) • ‘ (curly single quotation marks) • ‘ (curly apostrophes) • – (dashes)

  16. Workflow • To change default curly quotes to straight quotes and dashes in MS Word: File >> Options >> Proofing >> AutoCorrect Options >> AutoFormat As You Type >> Uncheck “straight quotes with smart quotes” and “Hyphens (--) with dash (-) “

  17. Time & Cost Estimates of Adding TOCs • Based on a sample of 20 records enhanced with “basic” level TOC. • Average time to add TOC: 3 min 51.9 sec = 3.865 min • Min time to add TOC: 1 min 53 sec • Max time to add TOC: 6 min 30 sec • Variations in times were due to: formatting of TOC (tables, tabs, ellipses), amount of content, type of content (authors), and invalid characters. • Practice = Increased efficiency

  18. Scalability of workflow • With training workflow scalable to include staff enhancing copy cataloging records. • Easy to do • Value added • Favorable cost/benefit return on investment.

  19. Thank you! Questions? Please contact me at: Peter.Spyers-Duran@ucf.edu Presentation slides available at: http://sdrv.ms/1buGyCw

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