SUS Format Integration Task Force
Task Force on Format Integration
April 15, 1997
Charge to Format Integration subgroups - official - 4/15/97

BACKGROUND OF FORMAT INTEGRATION

What is Format Integration?

The validation of all fields, indicator values, and subfield codes for input in any bibliographic record. All tagging is applied uniformly regardless of type of material. Separate formats and workforms will *still* be used for each media type.

Why do we need it?

To respond to new publication patterns and material types.

To include media and serial information on all records.

To simplify and make data meaning consistent for all material types.

When does it happen?

Phase 1 in 1995: variable fields integrated

Phase 2 in early 1997: fixed fields, control fields, and new 006 field (to encode multiple format aspects) implemented

Phase LUIS in 1997: integrated records (which OCLC began accepting in Feb 1996) may use new tags that do not display or index as we desire in the LUIS OPAC. The charge of these format subgroups is to assess changes in LUIS wrought by Format Integration and to recommend appropriate changes in LUIS tag labels and indexing.

Implications known at this time:

Every field now valid/legal in every format.

Mixed Materials replaces AMC format.

We are still limited to 45 *LABELS* for each format -- but not every tag uses a unique label. (For example, tags 100, 110, and 111 may all use the same label, "author".)

Items in any format can be under archival control.

Atlases will generally use the Maps format rather than Books.

The new 006 field, for assigning secondary format codes to a record, will not display in the public view but will cause the record to be indexed in multiple format indexes (... && fmt=).

POINTS TO COVER:

1) What's new and how should we incorporate these new tags? For example, use and display of the 856 field for URLS.

1a). Can we consolidate any current labels to make room for new possibilities? For example, can we use "Other titles" for all 246/740s?

1b). FCLA believes they can use the tag indicators that generate print constants on cards to create LUIS text of display constants *inside* the OPAC fields. For example, in the current Serials format, we are all using several labels to describe the 246 field: cover title, spine title, etc.If we use "other title(s)" as a label for all 246 tags and use the indicators to display "sub" labels, we might see something like:

TITLE: Journal of multiple title disorders
OTHER TITLE(s) cover title: multiple title disorders
OTHER TITLE(s) spine title: JMTD

We could then save some 6 labels for reuse by other tags, and begin a rousing debate on exactly how the "sub" labels should appear in the OPAC. FCLA would then attempt to accommodate these specifications.

1c). Are there any obsolete tags/labels that can be deleted, such as the 503, or absorbed into generic tags?

1d). Since all tags are now valid in all fields: what "borrowed" tags from other formats are we likely to use in the format you're evaluating? What labels should be used in this format for those borrowed tags? For example, the 538 (Technical note) tag from the computer files format can be used for accompanying media for books, or for inclusion in a serial record held in both print and electronic versions.

2) Are there any tags that don't display currently, or do display unnecessarily? For example, the 546, LANGUAGE note, is now valid in all formats and should display.

3) Are tags indexing properly in MHI and KWB (are there tags that either do or don't index as desired)?

4) What label variations exist across institutions, and can they be made uniform?

5) Do labels differ in any format between brief and long views and if so, is it confusing?

6) Do labels display in different order across institutions and if so, do we wish to recommend consistency?

SUPPORTING DOCUMENTS YOU'LL RECEIVE

1) spreadsheets in Excel via FTP from FCLA - tags and labels for your across all SUS institutions, available now.

FTP instructions:
HOST NAME: sally.fcla.ufl.edu
LOGIN: anonymous
change directory to /pub/outgoing
file to FTP is : "bookfmt.xlw" (and all other formats)

2) MARC tag indexing for KWB (coming soon!)

3) MARC tag indexing for MHI (coming soon!)

PRODUCTS YOUR SUBGROUP WILL DEVELOP

1) Develop a second spreadsheet for your format that incorporates the changes you recommend.

2) Create mock LUIS records in TF (the Training File institution database) for the brief and long views for your format that illustrate the changes you recommend.

3) List anything else -- suggestions across all formats; system-related wishes (such as "Support up to X labels for each format"); additional implications of format integration you may discover.

SUGGESTIONS FOR PROCEEDING:

Work systematically! Look through the tag lists provided and, based upon the OCLC cataloging information and your knowledge of the material, make a list of the new tags for the material type you are examining. If possible, review recent OCLC/MARC records for the material type and call on the expertise of any colleagues you think could contribute to the process. Try to fit the new tags into the format at their logical place. Next, review the format to see if there are tags which can be deleted. Then consider the tags as they relate to their labels and see if each new tag will fit into an old label or needs its own, separate label. Suggest a new label for each new one you think is needed. Make suggestions about current labels as you think appropriate.

REMEMBER, you may have a total of 45 LABELS in the format. Try, if possible, to make your new labels fit the broadest possible situations so that labels may be clear and consistent across formats and institutions. If you think that a particular tag should have its own label, think how that tag may apply in other formats and try to accomodate as many uses of that information in your label as possible.

Review the indexing of all tags to make sure that none are being over- looked and none are being indexed needlessly.

Finally, look for label inconsistencies between institutions and between the brief and long display and make any suggestions you can for resolving these.

WHAT HAPPENS NEXT

The Task Force will examine the work of each format subgroup to identify areas of consistency across formats. The resulting lists will be distributed statewide for comments. Recommendations will then be formally submitted by the Task Force to the SUS Public Services and Technical Services Planning Committees.

The Subgroups
Introduce yourselves to your teammates, and start planning your work. Ask as many questions as necessary to anyone on this list. Denise, Linda, Margaret, Debbie, Robena, and Maggie are on the Task Force and have some clues regarding this project. We can set up a listserv, if we think it would be effective. Or you can just send all queries to Denise, who will forward them as appropriate. We're all available to bail each other out! Let's try to finish up by early-mid June.

 
BOOKS Linda Smith
 UNF lsmith@unf.edu,
Denise Bennett UF denbenn@nervm.nerdc.ufl.edu
SERIALS Debbie Maher
 FSU dmaher@mailer.fsu.edu,
Jim Vastine USF jvastine@dudley.lib.usf.edu
COMPUTER FILES Bob Dowd
 (UF) robdowd@nervm.nerdc.ufl.edu
Denise Bennett (UF) denbenn@nervm.nerdc.ufl.edu
MUSIC Margaret Kaus
 (UNF) mkaus@unf.edu
Robena Cornwell (UF) robcorn@nervm.nerdc.ufl.edu
MAPS Jimmie Lundgren
 (UF) jimlund@nervm.nerdc.ufl.edu
Allen Shinn (FSU) ashinn@mailer.fsu.edu
ARCHIVES/MIXED MATLS Carl Van Ness
(UF carvann@nervm.nerdc.ufl.edu
Burt Altman (FSU) baltman@mailer.fsu.edu
VISUAL Signe Oberhofer
(USF) signe@nelson.usf.edu,
Mayra Nemeth (FIU) nemethm@fiu.edu
OUR FEARLESS FCLA TASK FORCE REP Maggie Hogue --
Creator of spreadsheets and our authority on what FCLA can/can't do with our recommendations on this project. 		fclmah@nervm.nerdc.ufl.edu
Denise Bennett, Chair
SUS Format Integration Task Force
UF Marston Science Library
352-392-2850 suncom 622-2850
denbenn@nervm.nerdc.ufl.edu


Think of this adventure as an opportunity to shape how LUIS records display to your satisfaction!
Links
Please e-mail meeting minutes to Lisa Tatum

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