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UBC Library Bulletin Aug 31, 1997

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No. 253
July/August 1997
DRA: What's Ahead?
Following this May's DRA records conversion, plans have been consolidated for
tackling the most important followup projects. Work is now under way on a
number of these. Brian Owen, Nadine Baldwin and Martha Whitehead have
provided updates on what's happening as we get into the fall term.
• Automated Records Cleanup
Systems is working on areas where computer programs can be used to assist
with these problems. Most involve reconverting data that was not completely
or correctly converted in May. Main areas include missing name and series
data for order-related records; incomplete government names for serials
records; and missing bibliographic data, location and call number information
for Miscellaneous file records. We expect to have all this work completed
before September.
• Extension Library Holdings
Still under investigation is the problem with missing data and item records for
Extension Library items. The fix will require a DRA program that is not usually
made available to sites for local use, but UBC's request is being considered.
• Manual Cleanup Projects
As predicted, some records problems can't be handled by a computer program.
Most of these involve serial titles and/or items with incorrect multiple records
due to problems with the original data. For now, the focus will be on highly
used parts of the collection where a minimum effort will have maximum
impact and produce more intelligible OPAC displays. Cleanup areas include:
* reference titles with "sliding" locations
* serial added volumes
* serials records for reading rooms and exchange titles
* location information for Education, Koerner, Lam and Law serials
* course reserve items with missing data and/or records that should not
have been converted
* microforms with large numbers of item records
* records showing incorrect multiple holdings for monographs
at a single location
The intent is to get these projects under way in August. Systems and
processing staff are collaborating on arrangements. Special training sessions
are being considered, as is a suggestion from the public service heads that
staff time be contributed from any available areas.
• Improved Public Record Displays
Processing staff are reviewing and revising internal procedures so that DRA
records used by patrons are easier to understand. Areas being worked on
include summary holdings information for some types of serials; records
showing no holdings for titles  N
early in the ordering process; and
records for mixed media or items
with other types of accompanying
mailing label here
ubc library bulletin page 2
• OPAC Screens and Software
In August or September, Systems also plans a major sweep of the public
workstations. This will include some bug fixes, improvements to the Logon
screen, and the addition of InfoGate and UBCLIB icons.
• Encumbrance Conversion Problems
DRA is working on a program to correct the problem with encumbrance
amounts not being properly adjusted when invoices are processed. We
expect this to be completed before September.
• Other Processing Priorities
Following months of training to familiarize processing staff with the DRA
record and the cataloguing and invoicing/receiving systems, staff are
beginning to step up their output as their understanding of the system
The aim in Cataloguing is to complete processing of material received in the
Division pre-DRA by this fall. The aim in the ordering/receiving areas is to
commit the rest of our 1997/98 budget within normal time constraints as
Systems works with DRA to recover current information about encumbrances.
Among the many cataloguing, serials and orders staff in central technical
services who have put in an extraordinary amount of work this summer,
special thanks go to Laura Brechin, Judy Bond and Elaine Thorson in the
Order Division-LPC; Elaine Willson and Christiane Fortier in the Order
Division-Koerner; and Susan Andrews, Leah Gordon and Rick Welch in the
Catalogue Division.
• UBCLIB/DRA Interface
The hoped-for Z39.50 link that would have kept UBCLIB holdings and
circulation records as current as DRA ones has had to be dropped. There
proved to be just too many problems with searching and displays. However,
UBCLIB is still the only text-based access to our locally-loaded article
indexes and similar resources, so it must stay in use for patrons who don't
have Web-capable terminals. As it's also our only means of offering the
UBCLIB Request (document delivery) system, this will continue.
Understandably, doc. del requests will need to be limited to journal and
book titles which had a UBCLIB record before updating ceased in May, and
current loan information won't display. Work has already started on a
replacement system. For more on this, see p. 4: "Interlibrary Loan/
Document Delivery Project".
"Missing" Journals May Be On Shelves
Some libraries, notably Koerner, have dealt with this summer's
DRA-related check-in backlogs by shelving the issues without entering
them on the system. Although this solution is not ideal, it does at least
keep newly arrived material available for patrons.
In Koerner, a blue "Koerner Library" sticker on a journal's front cover
indicates that it has no current check-in record. These holdings
discrepancies will eventually be resolved as items are bound.
Meanwhile, if there is an apparent gap in serial holdings and the issue
might have arrived during the DRA changeover, it's best to start
by checking the current journals shelves.
ubc library bulletin page 3
A Whole Lot of (DRA) Learning Going On
To understand the magnitude of moving
Library staff from a "know nothing" to a
"know something" state, here are some facts
and figures. The project phase of the DRA
training program, to June 1977:
• took 630 hours of preparation time
• by over 50 trainers
• to develop 18 topics/segments
• leading to 252 scheduled hours of staff
Assuming an average of 15 participants per session, this translates into
3,780 hours of learning time. (Compare that to the 152 hours most of us
work in a normal month!) Even so, the numbers don't include all the
one-on-one coaching that marked the DRA start-up phase.
Once again, a huge vote of thanks to the 50-odd trainers who gave up so much
of their time to get us up to and over the DRA starting line.
Dealing With Patrons' DRA Questions
By now, we know that FAQ stands for Frequently Asked Question. Within a
couple of months, staff working on public service desks will appreciate just
what "frequent" can mean when it comes to introducing DRA-related changes
to new and returning patrons.
Information Services' Martha Whitehead has two words of advice: "Stay
Positive". While there's no way around the fact that 1997/98 will be a year
of transition, and no one form of the online catalogue will be able to meet all
needs, we can encourage users to pick the one that works best for them and
use others only as required. As noted, work will be continuing on any DRA
improvements we can make internally.
Meanwhile, here are Martha's predictions for the top three FAQs,
and suggestions for handling them:
> I really liked the UBCLIB catalogue. How come we can't just go on
using it?
You can use it still, but remember that the UBCLIB catalogue closed in May
1997. Holdings information maybe incorrect, and new material is not listed.
Although users couldn't see this, some major parts of the UBCLIB system
were nearly 20 years old. They used locally developed programs that ran on
an obsolete operating system (MTS) via an aging mainframe computer and
campus communications network. In 1994 the Library reviewed this
situation and realized that any one of these was a critical failure point.
To avoid a major threat to our millions of records, we would have to find a
replacement for UBCLIB. In fact, the University came to a similar
realization independently. In the coming year it will be phasing out all of the
old mainframe equipment, operating systems and associated
communications network as part of the current Administrative Systems
Project. Our changeover wasn't just timely, it was essential.
(continued over)
ubc library bulletin page 4
> If UBCLIB had to be replaced, why didn't you just redevelop a new
system that worked the same?
As recently as 1990, the Library was debating whether to try and do just
this, or to follow the lead of most other academic libraries and change to a
commercially-purchased system. At the time we chose to continue with our
tailor-made in-house product. However, in the 1990s changes occurred
in everyone's computer environment, and we explored the potential of the
Internet and World Wide Web. However, we don't have the systems staff
and time to cover all these bases simultaneously. And, as noted, we
absolutely had to do something very soon about the older parts of the
UBCLIB system before they began failing or UBC withdrew support. It was
not an easy decision to abandon our 30-year tradition of local self-
sufficiency, but on balance, we feel the decision was a responsible one.
Why choose DRA? Wasn't there really anything better?
The Library prepared an extensive list of systems requirements in early
1995 and issued a Request for Proposals (RFP) to almost all major vendors
of automated library systems. It then took almost eight months to arrange
demonstrations, conduct evaluations, and consult with other sites. DRA
was finally selected as the most suitable system available at the time.
Contract negotiations took almost 6 more months and resulted in
significant enhancements. The entire process was very thorough.
Overall, the DRA system met more of our requirements than any other
system examined. It was also the system already implemented at other
major Canadian universities such as Toronto, Alberta and Manitoba.
Shortly after UBC selected DRA, several large American sites such as
UCLA and the University of Illinois at Chicago also announced they would
be purchasing this system. This bodes well for the future development of
DRA, since a large number of comparable libraries with similar
requirements should be able to influence additions and improvements.
Interlibrary Loan/Document Delivery Project
A Library project team has been assembled to implement a new ILL/document
delivery system by January 1998. The main requirement is to replace the
UBCLINC ILL management system. If possible, or as a later phase, the system
should be capable of supporting most or all of our requirements for document
delivery from our many online services and suppliers.
Members of the ILL/DD Project Team are: Graeme Clark (Systems), Donna
Curtis (Woodward), Pat Dunn (Resource Sharing Services), Bill Ng (Systems),
Brian Owen (Systems), and David Winter (Main Circulation).
The first major issue needing to be addressed is the "make or buy" question.
This phase should be completed by the end of September. To identify potential
commercial systems, the team is preparing a Request for Information (RFI)
that will be distributed to about 15 library systems and other vendors. At the
same time, local development options are being considered. A solution
combining both commercial and locally-designed aspects is also possible.
The ILL/DD project activities will also be coordinated closely with the
Electronic Reserve initiative described in the May-June Library Bulletin.
There may be some potential here for shared systems.
ubc library bulletin page 5
More FAQs
Public service staff can expect more than the usual number of questions involving library cards and
OPAC use from students arriving on campus, since without both a student number and barcode,
users are restricted to "guest" terminals.
• To Get A Library Card
Although students registered for 1997/98 can get cards now, we'd prefer that they come during
card operations which take place in the Science & Engineering Division, Main Library, starting
Monday August 25. The service runs from 10am to 3pm August 25-29, froml0am-7pm September
2-4, and from 10am to 3pm September 5 and 8-12. For fastest service, please encourage students
to come either before or after the first two or three days of classes, when over 50% of students
typically line up. Afternoons and evenings are less crowded than mornings.
• For Problems Using Existing Library Cards
We can expect more than a few of these, since students who changed their PIN numbers last year
may well find the system expects them to key in the original one. There could also be a number of
other reasons for initial problems with cards. Please refer users directly to the Circulation staff,
who will handle them on a case by case basis.
Koerner Anchors Most Journals
As of August 18, journals in the Koerner Library's Current Journals area will no longer be available
for loan. As a transition measure, staff at the Koerner Circulation Desk will be able to give special
permission to borrow a journal for 1 day, non-renewable, to UBC faculty, staff and students. Longer
loan requests will be referred to the Koerner Reference Desk.
Journals deemed "inactive" (i.e. any located in the Koerner stacks) will continue to circulate on 2-week
loan, as will any non-science journals in the Main Library stacks.
Grad Loan Period Extended
Students holding a graduate card will now get an automatic 28-day loan on books in all locations
except Education and the off-campus hospital branches. As with extended loans to faculty, items are
subject to recall after the first two weeks. Please note that the new graduate privileges apply only to
books, not videos, journals, or other types of material.
Library Access Review: No Fee Changes Yet
The Library Access Review Committee (LARC) issued its final report in April. Among other
recommendations, it called for changes in the type of card given to some groups of borrowers,
and also changes in some fees for extramural (now "community borrower") cards.
As the necessary review by various groups has not yet taken place, the fee-related changes will
remain as proposals until later this fall. Meanwhile, copies of the LARC recommendations can be
obtained from any branch or division head, or from the committee members: Leonora Crema (Chair),
Sheryl Adam, Florence Doidge, Howard Hurt, Lynne Redenbach, Jane Shinn, Martha Whitehead and
David Winter.
ubc library bulletin page 6
Ridington and Woodward Computer Labs Due Soon
Work is progressing on two major additions to the Library's computer labs for teaching and public
access. Thanks to donations from Hewlett-Packard and the A.M.S., a public access lab is being set up
in the Ridington Room, featuring 30 high-end Web terminals. Additional 286 and 386 workstations
phased out of other locations will also be moved into the public area of Ridington as Netinfo terminals.
In time, we hope to have nearly 50 of these. Both computer areas will have dedicated workstations for
disabled access. The remainder of the Ridington Room will be used for general study space.
Meanwhile, work is progressing on a basement instructional lab in the Woodward Library with 20
workstations. At press time it wasn't possible to predict how long wiring and related upgrades would
take for these projects, but both are being fast-tracked for the earliest possible completion dates.
E-Mail Access For Non-UBC Patrons
To The Letter, the commercial word processing service in the basement of the Student Union Building,
also offers a service which can help at least some campus visitors check their e-mail. Patrons need to
be able to provide the address of their server and know whether or not it can be accessed via telnet.
If they are from another university, the office staff can usually sort this out. Charges are 15 cents a
minute or $9/hour, and the phone number is 822-5640.
Electronic Reserve Project: Examples Up
If e-reserves are in your library's future, the samples of full text and images included in this summer's
Ereserve trial project are worth checking out. From the Library's home page, select "Electronic
Resources", then "Electronic Course Reserves", or go to <http://www.library.ubc.ca/ereserve/>.
Although most of the materials are reading lists, some full text sources are included in the Asian
Studies 225 and Forestry 100 items. The 1994 exams in the Forestry 306 section show what can be
done with images. Comments and questions are welcome: contact Hilde Colenbrander at 822-6742.
Quick Link to Name Directories
Staff and patrons can now access national and international phone, postal code and e-mail directories
from the Library's home page. Either scroll down to "Name Directories" or choose "Search The
Internet", then click on "Name Directories". Otherwise, just bookmark this URL:
At Last! Canadian Periodical Index, SCI Backfiles, Free NLM MEDLINE
Just in time for fall, CPI has been added to the 20-odd article indexes available on all public terminals.
The database greatly expands on the online coverage previously available through Canadian Business
and Current Affairs. Coverage dates from 1988, and includes some full-text material. Meanwhile, the
Science & Engineering Division is happy to announce that Science Citation Index is searchable on CD-
ROM back to 1980, now that the 1980-89 backfile has arrived. And for those who missed it, the U.S.
National Library of Medicine has made PubMed, its new Web-based version of MEDLINE, available to
all users free of charge. While not the only free Internet MEDLINE source, it's potentially one of the
best. The URL is <http://www.ncbi.nlm.nih.gov/PubMed>.
All Together Now: Meeting Minutes
Looking for information on Library matters? Minutes of most significant committees and planning
groups are now available via a single Web home page at <httpy/www.library.ubc.ca/minutes/>.
Included are the Admin. Decision Log and meeting minutes for the Collections Management Council,
Library Planning and Management Council, Public Service Heads, Senate Library Committee and the
President's Advisory Council on the University Library.
ubc library bulletin page 7
j     j     { STAFFNEWS A*   j    A
David Andrien, Library Data Services Assistant, Data Services
Robert Flynn, Summer Sessional LAI, Education Library
Hailund Praseuth, Summer Sessional LAI, Education Library
Barb Sennott, LAI, St. Paul's Hospital Library
Sally Taylor, half time Reference Librarian, Woodward Library, July 2, 1997 - June 30, 1998
Jim Harris, from LAI, MacMillan to Clerk 2, Collection Accounting & Budget
Esther Shew, from Clerk 2 to Clerk 3, Collection Accounting & Budget
Temporary Promotions
Chris Brayshaw, LAI to LA2, Circulation Division, Koerner Library
Ernest Dick, LAI to LA2, Circulation Division, Main Library
Tara Drews, LAI to LA2, Circulation Division, Koerner Library
Christiane Fortier, LA2 to LA3, Order Division, Koerner Library
Laurie Henderson, LA2 to LA3, Circulation Division, Koerner Library
Rowan Hougham, LA3 to LA4, Circulation Division, Koerner Library
Winnie Kwok, LA2 to LA3, Woodward Library
Jennifer Martin, LA2, Biomedical Branch Library to LA3, Woodward Library
Sara McGillivray, Clerk 3 to Admin. Clerk, Administration
Mike Monteith, LA2 to LA3, Circulation Division, Koerner Library
Kerry Steeves, LAI to LA2, Circulation Division, Koerner Library
Elaine Willson, LA2 to LA3, Order Division, Koerner Library
Temporary Appointments: Librarians
Heather Keate, from Associate University Librarian: Public Services
to Acting University Librarian, July 1, 1997 to end October, 1997
Helene Redding, from Reference Librarian, Humanities and Social Sciences
Division, Koerner Library to Acting Head, HSS, Sept. 1, 1997 to August 31, 1998
Study Leave
Jocelyn Godolphin, Head, Humanities and Social Sciences Division,
Koerner Library, Sept. 1, 1997 to August 31, 1998
Tomoko Goto, Catalogue Division, Sept. 1, 1997 to August 31, 1997
Rose Chang, LA2, from Law Library to Biomedical Branch Library
Teresa Komori, LA2, from Science/Fine Arts to Math Library
Anita Stabrawa, LAI, from St. Paul's Hospital Library to Education Library
ubc library bulletin page 8
f it t i  STAFFNEWS    ft ♦ i
Margaret Bayley, LA2, Koerner Library
Laura Canning, Library Data Services Assistant, Data Services
Rosemary Croft, LAI, Education Library
Aleteia Greenwood, Sessional LAI, Education Library
Bernice Ma, LAI, HSSD
Colin May cock, Summer Sessional LAI, Education Library
Nirmaljeet Sandhu, Secretary 2, Administration
Don Taylor, hourly Librarian, Science & Engineering Division
Peter Urquhart, part-time LAI, Woodward Library
Pauline Willems, LA4, Instruction & Information Services
Been There, Done That:
Kudos to: Margaret Friesen, Staff Training and Development Coordinator, and this year's
winner of the Gordon New Memorial Prize awarded by UBC's School of Library, Archival and
Information Studies for achievement in college, university and research libraries studies.
Margaret recently completed her M.L.S. thesis at SLAIS ... Erik de Bruijn, AUL, Human
Resources and Staff Development, who married Angela Cremer July 15 ... Bill Parker, who took
a brief holiday from the Woodward Library and returned with a gold medal from the B.C.
Summer Games (shared with two team members in the Men's Triple Lawn Bowling)... and the
anonymous Library colleague who donated money when campus funds ran out, enabling the
1997 Main Library pool and fountain renovations to include underwater night lighting after all.
The results are there to enjoy every evening after sunset.
Recent conference attendees included George Bran dak and Erwin Wodarczak (Association of
Canadian Archivists, Ottawa), Leonora Crema and Bonnie Stableford (Canadian Library
Association, Ottawa), Frances Woodward (Association of Canadian Map Libraries and
Archivists, Saskatoon), Elizabeth Caskey and Christina Sylka (Special Libraries Association,
Seattle), Susan Andrews and Margaret Price (American Library Association, San Francisco),
Joe Jones (ACH/ALLC and Electronic Text Workshop, Kingston), and Dana McFarland (B.C.
Educators Users' Group). All would be happy to share highlights.
In Our Thoughts
Ann Turner, Library Financial and Budget Manager, following the untimely death
of her husband Keith August 3.
Helen Goetz. Helen joined the Library staff in 1965 and retired in 1983. For most of that time
she was singlehandedly responsible for all of the book mending carried out within the Library.
She passed away on June 22.
Emily (Fanny) Woodsworth, who died in late July at 84. Prior to her retirement 15 years ago,
Fanny was a mainstay of the Catalogue Division, first as an LA4 and later professional librarian.
Her specialty was children's literature, but she's warmly remembered for her personal qualities
as a friend and mentor.
ubc library bulletin page 9
Fall Staff Training and Development Plans
Margaret Friesen, the Library's Staff Training and Development Coordinator, promises, "Of course,
MORE DRA TRAINING." However, also in the planning stages are in-house workshops on MS-Excel,
customer services, telephone courtesy, disaster preparedness, Library employee relations, Internet
and related resources, and more.
Staff are reminded to watch for the upcoming Continuing Studies Computer Skills brochure, and to
check the July - December 1997 MOST programs for courses offered by the University. MOST
offerings are now on the Web at <http: //www.hr ubc.ca/Most/TOC.HTM>
The Staff Training and Development Committee has added some new faces, and is currently working
on priorities for 1997/98 programs. A new Web page is also being developed, so that all information
about courses and committee initiatives can be located in one place. Meanwhile, anyone with
questions about upcoming training possibilities should contact Margaret at 2-4430 or
The STDC has recently issued its report on the 1996/97 training year. Even excluding DRA-related
training, an impressive total of 230 sessions were offered, working out to 1,325 hours of teaching time.
As many staff registered for several courses, over 1,036 Library people were involved in some type of
work-related training during that year. Copies of the report are available from branch and division
heads or from Margaret.
Rare C19 Editions Donated To Special Collections
On behalf of the English Department, Dr. Herbert Rosengarten, its outgoing Head, has given the
Library a significant collection of 77 nineteenth-century novels and other works. It comprises first or
early editions of books by novelists such as Walter Scott, Charlotte Bronte, Charles Dickens, George
Eliot and Anthony Trollope. Other writers represented include Elizabeth Gaskell, Benjamin Disraeli,
and Frederick Marryat. This material complements the Library's Colbeck Collection of English and
Anglo-Irish poetry, belles-lettres and nonfiction from the nineteenth and early twentieth centuries.
Many of the books were purchased by the English Department from the late John Merritt's private
collection. Other items were generously donated by Dr. Rosengarten from his personal library.
Special Collections marked the occasion with a June 20 celebration at which Dr. Rosengarten was
guest of honour.
Need Colossal Copies? Call Maps
The Library's most unusual photocopier is now up for use in the Map Library. It can make copies as
wide as 36 inches and up to 20 feet long, at a charge of $2.10 per linear foot. Unfortunately it can't
handle enlargements, reductions, or colour. All the same, creative types around campus should be
able to think of interesting new uses for it, other than its main purpose: reproducing maps and
related material. The copier is designed to be self-serve, but staff assistance is available from Patrick
Kincaid (2-2231).
Incidentally, Maps now reports to the Science & Engineering Reference Division rather than Special
editor: elsie de bruijn (2-3393) ubc library bulletin
design: jill pittendrigh


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