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Collection Level Description: The RASCAL Experience A Case Study Clare McVeigh

Collection Level Description: The RASCAL Experience A Case Study Clare McVeigh RASCAL Project Manager 8 February 2002. Collection Level Description: The RASCAL Experience. Project Overview Preparation of Collection Descriptions Creating Usable Descriptions – some considerations.

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Collection Level Description: The RASCAL Experience A Case Study Clare McVeigh

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  1. Collection Level Description: The RASCAL Experience A Case Study Clare McVeigh RASCAL Project Manager 8 February 2002

  2. Collection Level Description: The RASCAL Experience Project Overview Preparation of Collection Descriptions Creating Usable Descriptions – some considerations

  3. CLD: The RASCAL ExperienceProject Overview • Research And Special Collections Available Locally • Mapping project to provide a comprehensive record of collections in Northern Ireland • Internet Access • Focus on Humanities and Social Science • Background • Renaissance in Information Provision • Research Support Libraries Programme (RSLP)

  4. CLD: The RASCAL ExperienceProject Overview Aims/Objectives • Create a web-based directory of collection descriptions providing a detailed map to resources available in NI • Clarify access to collections and, where necessary, facilitate negotiation of improved access; • Identify cataloguing or retro cataloguing priorities; • Identify priorities for conservation; • Identify priorities for digitisation; • Assist in the evaluation of the UKOLN template; and • Provide a model for similar projects elsewhere in the British Isles.

  5. CLD: The RASCAL ExperienceProject Overview Outcomes • Enhance awareness among researchers of the resources available within Northern Ireland • Encourage collaboration among NI information providers • Demonstrate the contribution which Northern Irish collections can make to the vision of a distributed national collection • Increase the use made of local collections in NI; • Give practical support for further co-operative projects; • Provide greater accessibility to Northern Irish resources for researchers based outside Northern Ireland.

  6. CLD: The RASCAL ExperienceProject Overview The Partners • Queen’s University Belfast • University of Ulster • Library and Information Services Council (NI) • Belfast Public Libraries • The Linenhall Library • The Public Record Office of Northern Ireland Project Staff • Norman Russell, Director of Info Services, QUB • Clare McVeigh, Project Manager (full-time) • Deirdre Wildy, Project Officer (part-time)

  7. CLD: The RASCAL ExperienceProject Overview Methodology • Identification and location of collections • Survey Work and Institutional Visits • Approx. 600 collections identified • Preparation of collections descriptions • RSLP/UKOLN Collection Description Schema • Approx. 240 collections described • Creation and implementation of web-database • QUB Staff/Local Web-design Company • Temp. site http://www.rascal.qub.ac.uk • Publicity and dissemination

  8. CLD: The RASCAL ExperiencePreparation of Collection Descriptions 1. Preparation of the CLD template • Purpose of the CLD • RSLP/UKOLN Collection Description Schema • RASCAL Extensions

  9. CLD: The RASCAL ExperiencePreparation of Collection Descriptions RASCAL CLD TEMPLATE – RSLP/UKOLN Schema Collection Details Title; Identifier; Description; Strengths; Physical Characteristics; Languages; Collection Type; Access Control; Accrual; Legal Status; Custodial History; Note field; Accumulation Dates; Content Dates; Concepts; Names; Places; Times; Relationships Sub-Cllns; Super Cllns; Description/Catalogue; Described Clln; Associated Clln; Associated Publications; Agents Collector(s); Owner(s); Administrator; Location Address; Locator; Access Conditions; See Also (Printed Guides/URLs)

  10. CLD: The RASCAL ExperiencePreparation of Collection Descriptions RASCAL CLD TEMPLATE – Project Specific Fields Northern Ireland Publications - Yes/No; % of Collection (Scaled 1-5) Conservation Status 5 point weighting – No work required  Work urgently required Cataloguing Status 5 point weighting – Un-catalogued  On-line Catalogue Available Digitisation Status 5-point weighting – Low  High Access Status 5-point weighting – No Access  Full Access in line with expected protocol Data Entry- Name of Creator; Date of Entry/amendment

  11. CLD: The RASCAL ExperiencePreparation of Collection Descriptions • Preparation of the CLD template • Purpose of the RASCAL CLD? • RSLP Collection Description Schema • RASCAL Extensions 2. Definition of ‘Collection’ • Importance of the Institution (Administrative Context)

  12. CLD: The RASCAL ExperiencePreparation of Collection Descriptions Defining your ‘unit of description’ Key Consideration Administrative Context – How does the institution/individual define a particular collection and its relevant sub-collections? RASCAL Generally translates as named/discrete collections clearly identified within an institution or within a particular body of materials (i.e. sub-collections) E.g. QUB Hibernica Collection  Foster Pamphlet Clln NOT T.F.O’Rahilly Library Clln

  13. CLD: The RASCAL ExperiencePreparation of Collection Descriptions 1. Preparation of the CLD template • What is Collection Description? • RSLP Collection Description Schema • RASCAL Extensions 2. Definition of ‘Collection’ • Importance of the Institution (Administrative Context) 3. Process of Compilation • Drafts prepared by Project Staff • Extended/amended by holding institution

  14. CLD: The RASCAL ExperiencePreparation of Collection Descriptions 1. Preparation of the CLD template • Purpose of the RASCAL CLD? • RSLP Collection Description Schema • RASCAL Extensions 2. Definition of ‘Collection’ • Importance of the Institution (Administrative Context) 3. Process of Compilation • Drafts prepared by Project Staff • Extended/amended by holding institution 4. Storage and Transfer of Descriptions to Database • MS Word Documents  MS Access Database

  15. CLD: The RASCAL ExperienceCreating Usable Descriptions Key Considerations: • Granularity of Collection Descriptions i.e. How to ensure consistency and quality? • Reusability of Collection Descriptions i.e. How to provide added value?

  16. CLD: The RASCAL ExperienceCreating Usable Descriptions Granularity of Collection Descriptions • Agree to a standard definition of ‘Collection’ • Agree and implement a standard template of Collection Description • Engage the co-operation and assistance of the contributing institution or organisation • Edit all descriptions centrally to maintain overall consistency and quality of information

  17. CLD: The RASCAL ExperienceCreating Usable Descriptions Reusability of Collection Descriptions • Added value will result from the use others make of your descriptions • The Researcher • Search Results • The Institution • Publicity, info leaflets, Collection Management etc • Local Initiatives • Collaborative projects • National Initiatives • DNER and the Distributed National Collection • Technical Compatibility and Interoperability

  18. CLD: The RASCAL ExperienceContact Details Clare McVeigh (RASCAL Project Manager) - c.mcveigh@qub.ac.uk Deirdre Wildy (RASCAL Project Officer) - d.wildy@qub.ac.uk Main Library Queen’s University Belfast Belfast BT7 1LS Tel: 028 9027 3617 http://www.rascal.qub.ac.uk

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