FROM RLIN TO OCLC CONNEXION

DIFFERENT WORKFLOWS AND DIFFERENT PRACTICE

Teresa MeiEast Asian Catalog Librarian

Cornell University Library

On October 1, 2006 Cornell University Library switched from RLIN to OCLC Connexion. We learned to use OCLC Connexion by the following methods:

1. Read the OCLC on-line documents in HELP.2. Read Client help.3. Read Client tutorials.4. Checked with useful web links such as Client documentation. 5. Read the NYlink Basic Searching and Exporting with the OCLC Connexion Client6. Read the NElinet OCLC Connexion Client Basics for Experienced Catalogers.7. Paid a visit to Harvard-Yenching Library where the Harvard-Yenching catalogers showed us how to use OCLC Connexion for searching, copy cataloging, and original cataloging. Today my presentation will discuss our experiences with this transition in terms of the change of our workflow and catalog practices.

I. Different Workflows

1. RLIN21

RLIN workflow is as follows:

(1) Search, create, and update records in RLIN

(2) Pass /merge records to the local system Voyager

OPAC will then display an individual item as:

“On order” or “In process” or “Cataloged and available for charge out”. During this RLIN to Voyager workflow, the two databases are synchronized. Meanwhile, if we find a useable record in OCLC, we first key in the OCLC record to RLIN, and then pass the record on to Voyager. This workflow was the standard process for CJK material at Cornell before the Voyager Unicode release.

2. OCLC Connexion

After Cornell University Library switched from RLIN to OCLC Connexion in October 2006, we also changed our workflow. We are now able to input, edit, and catalog records in the local Voyager system, and then our Database Management staff upload our cataloged records onto OCLC and RLIN every Monday. These significant changes are due to the release of Unicode that enables us to input CJK data to the local system Voyager.

OCLC Connexion workflow is as follows:

(1) Create order records, receiving, “fastcat”, and copy catalog records in Voyager. (2) Original cataloging is mostly done in OCLC Connexion, because, in comparison with the local system Voyager, OCLC Connexion is more sophisticated and easier to use. Export the acquisition records from Voyager to Connexion’s local file, and do all editing and cataloging in the local save file.

(3) After the records are updated, they are given an OCLC control number and are imported back to Voyager.

II. Different Practice

The switch from RLIN to OCLC also changed of our catalog practice. At Cornell, a substantial number of books are processed in the “fastcat” method. We search for a fully cataloged record in OCLC/RLIN when a book arrives. If we locate a usable record, we process the book instantly. Otherwise, the book will be designated for copy or original cataloging.

1. WorldCat Search

In RLIN choosing a suitable record is a one-step shopping; while in OCLC Connexion, as it displays only the master records, we have to search another database, WorldCat, in order to see other libraries’ records. When a usable record is located, it can not be “fastcat”, it canonly designate for copy cataloging.

2. Master Records

The displayed master records occasionally are not the best fully cataloged records, as there are better fully cataloged records located in one of the holding libraries. Our work has been considerable slowed down by those preliminary master records as we would not “fastcat” books based on them. There are times that a non-CJK (roman only record) display as the master record, but one of the holding library’s record includes CJK data. It would be a great help if OCLC could develop a program that would replace those simple records with fuller ones, and replace roman only CJK records with the one that includes CJK data. It would be also a great help if member libraries update those simple record to a fully cataloged record, as a service to the community.

3. Waseda Records

How to update Waseda records.

OCLC’s Quality Control Office considered the Waseda records as vender records. Parallel records cataloging practice does not apply to Waseda records. I was instructed that I can update Waseda records into an English language catalog records (delete the delimiter b in 040) and keep all the 653 subject headings. When a muti-volume set has one record for each volume, I will make a new record and leave the Waseda record intact.

4. Keyword Search

What I enjoy the most about OCLC Connexion is its prompt respond to CJK script keyword searching, as it rarely fails me with records related to the title or the subject I’m looking for. Searching results could sometimes turn out to be zero, but this simply showing or indicating that no titles on the particular subjects have been cataloged before.

5. Statistics Generation

OCLC uses a set of letters and numbers, different from that of RLIN, to represent the encoding level. Since Cornell has a computer-generated statistics code, one of the criterion is based on the encoding level; when we shifted from RLIN to OCLC, we accordingly added the OCLC system to generate statistics. For example, now both EL “blank” and EL “I” are the code to generate “full level book in hand non PCC original cataloging” statistics.

Thank You