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UBC Library Bulletin Aug 31, 1985

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HO. 185     July/August 1985
July/August 1985
The New Cataloguing System TJ3C Archives Serial
Last fall* the Library passed a major milestone by acquiring and installing its own
IBM computer. Another era began June 10th, when Library Processing staff officially
started using UBC Library's locally developed on-line cataloguing system.
The new system incorporates the general capabilities of the Library's Data
Management System (LDMS), and some of the design features used by other cataloguing
systems such as DOBIS (used at the National Library of Canada), and the Washington
Library Network. Some of the features developed for our new cataloguing facility
[will lead to improvements in other parts of the local automated system.
The accompanying diagram shows the structure of the new system. Entry points
requiring authority control (names, series, and subjects) which may provide access
to many different catalogue records are located in special headings and subjects
files. The bibliographic file, which contains about 500,000 records, carries the
information unique to each individual book (title, publishing information, paging,
number of copies, location, etc.). The system maintains 'links' between this
bibliographic record and its various entry points.
(Catalogue Records)
(Authors, Series)
Smith, John, 1950- (H3»0*
A book about whales.
Torino: Spout Press, 1981*.
QL 737 Ck 88 19&
Smith, John, 1950-
X Smith, John Bull
this is a cross-
Call lo.:
SMITH J0HH;   SMITH J0HH BULL (the cross-reference)
QL 737 Cl» 88 198b
Staff can either display a record together with its holdings and its entry points;
or find all the titles associated with a particular name, series or subject. As with
the Serials file, the DRS, and other commonly-used LDMS files, various display
formats are available.
The system allows searching by author, title, series, subject, call number, and
'standard' numbers such as ISBN and LC card number. Searching is 'precise' rather
than 'keyword' (the latter approach being familiar to users of the Serials and DRS
files). The machine looks for an entry that matches the search term precisely,
letter by letter, from left to right. Truncated searching and browsing capability
enhance the searching power of the system. 03033300(30003333(333333(3(33
In addition to the bibliographic, headings, and subjects files, there is the MARC
file, which contains approximately four years of source records from such national
cataloguing agencies as the National Library of Canada and the Library of Congress.
These records are used for derivative cataloguing, and are also useful to check the
form of entry these Libraries have used for series and for authors' names.
Those of you who were able to attend the demonstration sessions at the June 27th I
Open House have seen how powerful the various system commands can be. For instance, ]
name headings and subjects can be easily copied, and added to bibliographic records
using a minimum of commands, avoiding redundant keying, and so reducing the chance
of making errors. When a record is derived from the MARC file into the bibliographic]
file, the system matches incoming entry points against the headings and subjects 3
files. Messages display on the screen showing whether an entry is new to our file;
whether it matches a heading already in our file; whether a cross-reference has
changed ('flipped'!) the entry to the correct form; or whether there is a 'close'
but not identical match, which the cataloguer will have to investigate.
Much of the tedious manual work of changing or correcting entries has been reduced.
Because an entry exists only once (in the headings or subjects file, as
appropriate), a correction to it will automatically be reflected in all the
bibliographic records that are linked to it. This 'global' change facility and the
cross-reference 'flipping' will make for a cleaner Microcatalogue.
So, what are the steps involved in cataloguing a book? The procedures are complex,
but here is a brief rundown: the cataloguer searches the local MARC file. If the I
record is not there, he (please read "or she") searches UTLAS (we still use UTLAS as
a source of records). Once a record is found, the cataloguer 'moves' it into the
bibliographic file using a single command, at which time the system performs the J
heading and subject 'match' and displays the various messages. The cataloguer then
verifies headings and series as required, edits the record to UBC's standards, adds
call number and holdings, and requests shelflist cards. (No cards have been produced
yet, but they will be soon).
Original cataloguing is required if no record is available in the MARC file or in
UTLAS. The cataloguer will search the headings and subjects files to find the entry
points needed for the record, and key in any that aren't already there. Then he will
key a brief record into the bibliographic file, creating links to the appropriate
headings and subjects. If preferred, the cataloguer may in fact key the entire
record, or refer a worksheet to a keyer for completion.
The question of library-wide access to the system for enquiry purposes is of major
interest to many staff. A 'go-slow' approach has been adopted so that Systems can
ensure that the Library computer is able to handle this heavier load. Once
available, however, it is clear that access to the catalogue will be a real bonus
for public services staff.
A lot of hard work has gone into developing the system, under very tight time
constraints. Congratulations to Systems staff and the other LPC people who've done
such a good job! ____u_1ffla£Sk
3333333333333333333333333 Retirements and Other Goodbyes
Mary Macaree, Head of MacMillan Library from 1968, took early retirement on June
30th. Mary first joined the Library in 1963 as a catalogue librarian. Mary has lots
of plans for the future, including travel, mountaineering, and keeping current on
the best walking and hiking trails in B.C.
Margaret Pahr took early retirement from her position as catalogue librarian in
Catalogue Records on June 30th. Margaret started with the library in 1965. She leads
a busy life, and will have more time for hiking, playing tennis, and theatre-going.
(Some retirees' plans were outlined in the April issue of the Bulletin; others' yet
to come).
About 80 well-wishers were able to attend the party held June 5th at the Faculty
Club to honour retiring staff Rita Butterfield, Marilyn Dutton, Mary Macaree, Sheila
Neville, Margaret Pahr, Olive Stephens, and Sam Tao. Among the guests were a number
of Library alumni. Unfortunately, Rita, Sheila and Sam were unable to attend. Still,
the company and the comestibles were most enjoyable.
Rhonda Nicholls, who started in the Extension Library in February 1984, and who has
been filling in part-time in 160 during Jocelyn's absence, resigned on July 31st.
Rhonda and her husband have moved to Abbotsford, which is a little too far to
commute. Prior to coming to UBC, Rhonda was Librarian for the Board of Trade.
Data vs. Computing
If you were asked to explain the difference between the Data Library, and the
Computing Centre Reading Room, would you be able to? There is a big difference, of
which we should all be aware. The Reading Room is located in Room 302 of the
Computer Science building. Like the other reading rooms, it is no longer part of the
Library; its collection is primarily for departmental use, and includes books and
periodicals on computers and programming.
The Data Library, on the other hand, is very much part of the Library system. You
won't find books or periodicals on computers and programming in its collection. You
will find magnetic tapes containing machine-readable data. So, for instance, if you
need census information not available in print, or stock market information, to name
only two examples, you can find it in Data Lib. "Canned" computer programmes (such
as SPSS) are available to read the tapes, and printed copy of the information they
contain can be generated. Users can also design their own programmes. (Note: an MTS
ID is required).
If you need help finding out about computers and programming, you can go to the Math
Library and the Science Reference Division. There is lots of material in the Main
Stacks as well. Look in the Microcatalogue. If, on the other hand, you think Laine
Ruus and company can be of assistance, look them up in Room 206 (main floor) of the
Computer Science building. They'll be glad to show you the ropes. LIBRARY SITE CHOSEN
The Library has a shortage of room for books. Although steps taken during the last
few years have extended stack capacity by about three years' growth, over the same
time the Library has drawn closer to the point of full working capacity. (Full
working capacity is reached when shelves are 85 percent full). Even assuming that
more material is relegated to storage from all locations except Law and Asian
Studies, the Library will be out of stack space by about 1991.
Of all the libraries, only Law and Asian Studies are reasonably well off for space.
The Main Stacks, Sedgewick and the Curriculum Laboratory have about six years'
growth remaining, assuming the latter two can continue to weed regularly and
extensively. Woodward can also survive that long through use of its local storage
space. The remaining locations—Fine Arts, Special Collections, Humanities & Social
Sciences, MacMillan, Music, Math, and Social Work—are either already at full
working capacity or about to reach it.
Fortunately, there is hope on the horizon! At its July meeting, the Board of
Governors passed a motion that the old Bookstore site, southwest of Sedgewick
Library, be designated as the site for a new Library building, and that the project
"be recognized as a high priority for capital fund-raising".
The new building, possibly a five-storey structure, is expected to be completed
within five years at a cost in the $16 to 17 million range. Most of the funding
needed may have to come through private fundraising efforts, which could take up to
18 months to organize.
The new structure will not replace the present Main Library building. Rather, it
will relieve the pressure of overcrowding in Main by housing some Divisions
currently residing there. Possible candidates for the move are Science Division,
Fine Arts and Special Collections. As well the new David Lam Management Research
Library may take up residence in the new facility.
Figuratively speaking, the ground has been broken for this major and much-needed
development; anyone out there know how to grow money?
Much Movement
If you haven't updated your phone lists lately, you could end up calling a lot of
wrong numbers for librarians, as several people have recently changed jobs.
Mary Banham, who has been Acting Head of Circulation since Rita Butterfield's early
retirement on March 31st, has been appointed Head of the Division, effective July
1st. Mary joined the Library in July 1977 as Circulation Librarian. Her former
position, reduced to half-time, has been combined with the half-time Extension
Library position. The combined position has not yet been filled.
Lore Brongers has been appointed Head of MacMillan Library effective July 1st,
succeeding Mary Macaree. Lore began her professional career at UBC in 1960 as a
catalogue librarian. She became the first Head of MacMillan in 1966. She left the
system in 1968, returning in 1982 as a half-time reference librarian in MacMillan.
This position is currently being advertised.
Ture Erickson transferred from his position as Head of Sedgewick to that of
reference librarian in Humanities/Social Sciences Division, effective July 1st. Ture
has been with the Library since 1961, becoming Sedgewick Head in 1965. He oversaw ]
the planning and construction of the building which became Sedgewick's home in 1973.
4 *
Succeeding Ture is Joan Sandilands, also as of July 1st. Joan started at UBC in
1968. She served as Information Librarian and as Reference Librarian in Humanities,
before becoming Head of Information and Orientation in 1975. Joan's former position
will be filled by Juliette Stevens on August 1st. Julie started in 1970 as a
reference librarian in Sedgewick. She moved to a reference position in Humanities in
1974, returning to Sedgewick in 1977. Her position in Sedgewick will not be
Still in I&O, Jocelyn Foster, who was on study leave from July 1984 to June of this
year, has been granted an additional year-long leave of absence. During the past
year, Rhonda Nicholls has been in I&O part-time. The one-year position has not yet
been filled.
Catalogue Records lost a position when Margaret Pahr retired. No news yet about how
the division will re-group to deal with this reduction.
Now, allow time for your head to clear. Then go update those phone lists!
MALL CHANGE(S): The Library administration
fecided in March to change the names of Fine
irts Division and Map Division to Fine Arts
Library and Map Library, respectively. You
by have noticed the new names displaying in
out various microfiche lists, and also more
recently on forms.
jLECTRONlC PUBLISHING; The Association of
[look Publishers of British Columbia and the
Pacific Regional Assocation of Telidon &
Telematics, in cooperation with the Federal
Department of Communications, are sponsoring
the Canadian Conference on Electronic
Publishing, being held on campus Aug. 11-13.
Speakers include Frank Reyes and Scott
ilntyre. Registration will be limited to 250
participants. Call 689-0636, or write to
Canadian Conference on Electronic Publishing,
~* 177, 1068 Homer St., Vancouver, V6B 4W9.
I copy of the programme and registration form
jii on the 160 bulletin board.
^VICTORIA: Joan Barton, formerly Head of
Pference at the Legislative Library, has
1*en appointed Legislative Librarian,
Elective June 15th.
5_ft GATHERINGt The annual PNLA Conference
Rl be held in Eugene, Oregon, Aug. 21-24.
^1 Margaret Friesen (4430) if you'd like a
^Py of the programme and registration form.
HLUBWSt Those of you who remember Reid
1***1 who worked in Cataloguing in the early
r°si will be sorry to hear of his death this
Bring in Toronto. Reid was 40.
STILL AVAILABLEt Copies of the 1984 edition
of Focus; the Directory of Library Services
in British Columbia are still available for
purchase. UBC Library divisions and
individual staff qualify for the 20%
discount, which brings the price down to
$9.60. Contact Margaret Friesen if you'd like
a copy.
NO NEWS; sometimes means that information was
not available in time to meet publishing
deadlines. That's why our regular "Staff
Moves" feature is missing from this issue. We
don't have news of the budget either, or
enough info to fill you in on the Ritchie &
Associates situation. Bet you can't wait.
BUSINESS PERSONALS; "Single, selective?
Prefer books to bars? You need BIBLI0BUFFS!
Send SSAE for info about group nearest you.
Nationwide. Box 995, Ingram, TX 78025."
Honest, we didn't make, this up.
Gifts and Exchanges needs:
Harper's Bazaar, v. 117, no. 3266, Jan. 1984
British Columbia Historical News, v. 15,
nos. 1-2, 1981
Choral Journal, v. 23, no. 3, 1982
Nation. Oct. 27, 1984 issue.
Call Kris Hans (2304) if you can help.


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