CTP Annual Meeting Agenda and Minutes -- 2002

2002 Annual Meeting

Thursday, April 4, 2002
3:40 p.m.-5:45 p.m.
Marietta Warden Park Hotel (Exhibit Hall B North #1)
Washington, D.C.

AGENDA

I. Welcome and Introductory Remarks (Abraham J. Yu, UC Irvine)

II. Cataloging Issues and Projects

A Virtual International Authority File (Barbara B. Tillett, LC)
How to Establish Chinese Geographic Headings Using Data Found in the GeoNet (Robert Miller Hiatt, LC)

III. Pinyin Conversion Clean-up Status Report

Library of Congress (Philip Melzer, LC)
Harvard-Yenching Library (James Lin, Harvard University)
Princeton University (Iping Wei, Princeton University)

IV. Committee Projects Status Report & Recognition of Committee Members

MINUTES

I. Welcome and Introductory Remarks (Abraham J. Yu, UC Irvine)

Mr. Abraham Yu, Chair of the Committee, welcomed everyone to the meeting and introduced speakers.
(Click here for the PowerPoint version)

II. Cataloging Issues

1. A Virtual International Authority File (Barbara B. Tillett, Ph.D., LC)

Ms. Barbara Tillett, Chief, Cataloging Policy and Support Office, Library of Congress, introduced a Virtual International Authority File (VIAF). This is an epoch-making authority file, enabling users to access information in the language, script, form they prefer, making it simple to create and maintain authority records internationally, and assuring consistency by following a standard set of rules and guidelines.

Authority control virtues are: ?precision? in searching; syndetic structure of references to help navigate the variant forms of name/title/subject/etc.; displays to collocate works; links to forms used in particular resources; and bring library catalogues into the mix of tools available on the Web.

The project facilitates authority control on a global scale. The following organizations are involved in this project: EU: AUTHOR Project, LEAF, <indices>, INTERPARTY; IFLA: FRBR, MLAR, FRANAR; Dublin Core "Agents"; DELOS/NSF "Actors-Roles"; CORC (OCLC); Unicode (Multiple Scripts); NACO/SACO for AACR2 and LCSH Users.

The project is in accordance with IFLA UBC authority principles. According to that, each country is responsible for authority headings for its own personal and corporate authors. Also, the national authority records should be available for everyone to use, and the same form and structure should be used worldwide.

Based on these, VIAF enables users to see script/language of their own country, and yet enables to link forms established in "national" authority files to create a virtual international authority file. With the advancement of computer programs, the future authority work would be easier to do automatic check of heading against existing local authority file. If not found, automatic check against "virtual" international authority file, and display found matches for editing or reference, and finally insert authorized forms into local authority record for future link.

Ms. Tillett explained further by using an example of Confucius. She thinks the future is not so far away, and VIAF might be up in 2004 or 2005.

(Click here for the PowerPoint version)

2. How to Establish Chinese Geographic Headings Using Data Found in the GeoNet (Robert Miller Hiatt, LC)

Mr. Robert Miller Hiatt, Cataloging Policy and Support Office, Library of Congress, explained how to establish Chinese geographic names with special attention to qualifiers. (N.B. <--- and diagrams were added by the minutes taker)

Conventional Romanization

A. Kwangtung Province (China) [Wade-Giles: Kuang-tung sheng] became Guangdong Sheng (China)

B. Amoy (China) [Wade-Giles: Hsia-men] became Xiamen (Fujian Sheng, China)

N.B. Both A & B: If your library has books on the earlier name, 451 should be changed to 551.
N.B. In GEOnet, earlier names listed as variants.
N.B. PPL=populated place (e.g. town, village, city)
N.B. ADM=administrative jurisdiction

Revision, 2002 of B Above

H. Xiamen (Fujian Sheng, China) becomes Xiamen Shi (China) and Xiamen (Xiamen Shi, China); Xiamen Shi consists of Kaiyuan Qu, Gulangyu Qu, Siming Qu, Xinglin Qu, Huli Qu, Jimei Qu, and Tong'an Qu.

151 $a Xiamen (Xiamen Shi, China)
451 $a Amoy (China)
451 $a Hsia-men (Xiamen Shi, China)
451 $a Shamen (China)
670 $a GEOnet, Feb. 9, 1999 $b (Xiamen--PPL, 24°27'N 118°05'E; variants: Amoy, Hsia-men, Hsia-men-shih, Shamen, Ssu-ming, Ssu-ming-hsien, Szeming-hsien, Xiamen Shi; CH07 [Fujian]
670 $a GEOnet, Mar. 28, 2002 $b (Xiamen--PPL 24°27'36" N 118°04'44" E CH07 [Fujian]; another Xiamen in Fujian also listed [Ningde Shi])

N.B. Do not retain previous heading as 451, because later, earlier heading might be needed to be as 151.

Systematic Romanization

C. Ch'ung-ch'ing shih (China) became Chongqing (China)

N.B. Former Chongqing Shi was promoted to the first level of administrative unit (from ADM2 to ADM1) which is above "shih".

D. Fu-chou shih (Kiangsi Province, China) became Fuzhou (Jiangxi Sheng, China)

N.B. Both C & D: The names were promoted to the first level of the administrative unit, which is above "shih."

Revision, 2002 of D Above

J. Fuzhou (Jiangxi Sheng, China) becomes Fuzhou Shi (Jiangxi Sheng, China). Fuzhou Shi consists of Linchuan Qu, Nancheng Xian, Lichuan Xian, Nanfeng Xian, Chongren Xian, Le'an Xian, Yihuang Xian, Jinxi Xian, Zixi Xian, Dongxiang Xian, and Guangchang Xian.

Revision, 2001

E. Feicheng (Shandong Sheng, China : West) and Feicheng Xian (China) became Feicheng (Tai'an, Shandong Sheng, China)

Revision, 2002 of E Above

K. Feicheng (Tai'an, Shandong Sheng, China) becomes Feicheng Shi (China) and Feicheng Xian (China)

151 $a Feicheng Xian (China)
451 $a Fei-ch?eng hsien (China)
551 $w b $a Feicheng Shi (China)
667 $a SUBJECT USAGE: This heading is not valid for use as a subject. Works about this place are entered under Feicheng Shi (China).
670 $a GEOnet, Nov. 06, 2001 $b (Feicheng [short form] Shi--ADM3, 36°14'55"N, 116°45'57"E, CH25, variants: Feicheng Xian [earlier name], Fei-ch'eng Hsien [earlier name]; CH25 [Shandong])

Revision, 2001

F. Tai'an (Shandong Sheng, China) and Tai'an Xian (Shandong Sheng, China) became Tai'an (Shandong Sheng, China)

Revision, 2002 of F Above

L. Tai'an (Shandong Sheng, China) becomes Tai'an Shi (China) and Tai'an Xian (Shandong Sheng, China). Tai'an Shi consists of Taishan Qu, Daiyue Qu, Xintai Shi, Feicheng Shi, Ningyang Xian, and Dongping Xian.

151 $a Tai'anXian (Shandong Sheng, China)
451 $w nne $a T'ai-an hsien (Shandong Sheng, China)
551 $w b $a Tai'anShi (China)
667 $a SUBJECT USAGE: This heading is not valid for use as a subject. orks about this place are entered under Tai'an Shi (China)
670 $a GEOnet, May 12, 1999 $b (Tai'an [short form] Shi--ADM2, 36°12'N 117°07'E, variants: T'ai-an hsien [earlier name], Tai'an Xian [earlier name]; CH25 [Shandong]; other Tai'an Xian listed in Liaoning Sheng]

Revisions, 2002

G. Place name in romanized title; Gangbian Zhai

GEOnet: Gangbian-PPL, 25°35'21"N 108°38'08"E; CH18 [Guizhou]
GEOnet: Gangbian-PPL, 28°27'59"N 117°41'21"E, CH03 [Jiangxi]
Heading: 151 $a Gangbian Zhai (China)

451 $a Gangbian (Guizhou Sheng, China)

I. Ningde Shi (China : Prefecture). Consists of Jiaocheng Qu, Fu'an Shi, Fuding Shi, Shouning Xian, Xiapu Xian, Zherong Xian, Pingnan Xian, Gutian Xian, and Zhouning Xian.

N.B. Current heading (new heading):
151 $a Ningde Shi (China : Prefecture)
551 $w a $a Ningde Diqu (China) <--- Established earlier heading.
670 $a GEOnet, Mar. 28, 2002 $b (Ningde Shi-ADM2, 26°41'00"N 119°32'00"E, variants: Ning-te Ti-ch'ü, Ningde Diqu, CH07 [Fujian]

N.B. Second oldest heading:
151 $a Ningde Diqu (China)
451 $a Ning-te ti-ch'ü (China)
551 $w b $a Ningde Shi (China : Prefecture) <--- Later heading.
670 $a GEOnet, Mar. 28, 2002 $b (Ningde Shi-ADM2, 26°41'00"N 119°32'00"E, variants: Ning-te Ti-ü , Ningde Diqu, CH07 [Fujian]

N.B. Oldest heading:
151 $a Ningde Zhuanququ (China)
551 $w b $a Ningde Diqu (China) <--- Later heading.
670 $a GEOnet, Mar. 28, 2002

N.B. Ningde Shi (China : Prefecture) was upgraded. Therefore, it needs distinction / qualifier. It is necessary to indicate changes of levels in GEOnet to verify the changes. Add only new heading. Keep old heading.

Current Heading: Ningde Shi (China : Prefecture)

Second Oldest Heading: Ningde Diqu (China)

Oldest Heading: Ningde Zhuanququ (China)

III. Pinyin conversion Clean-up Issues

1. Philip A. Melzer, Library of Congress

Mr. Melzer asked to raise hands to see rough count of Pinyin conversion and RECON.

Pinyin Conversion:

The institutions that plan to send titles in Wade-Giles to OCLC/RIN: About 14 institutions

RECON:

The institutions that plan to convert from Wade-Giles to Pinyin: About 3 institutions

Mr. Melzer gave a status report of conversion strategies followed by examples and statistics.

The review of converted name authority records has essentially been completed.

Headings and subject subdivisions on bib records for regions in China have been converted.

Multi-syllable generic terms for place names on bib records have been corrected.

Serial records are being reviewed and corrected by staff in the Serial Record Division.

Then, Mr. Melzer explained a four-part strategy for conversion of non-Chinese bib records and cleanup of converted Chinese records.

Began to review and convert records in the file of about 1000DLC non-Chinese records that were received from OCLC.
A series of searches of the 041 field (language field) and 043 field (geographic area code).
Former Wade-Giles headings, identified by $wnne references on converted authority records, will be searched against bib records in the LC database. Records on which matches occur will be converted.
On average, between 25% and 40% of all records found by these searches will need to be converted. LC hopes to finish the parts from one to three by August 2002.
The final part involves another series of searches of the LC database. The LC plans to complete these searches by the end of 2002. Some of the categories LC will be checking:

Most frequently used headings
STATUS: RLIN completed; need to check LC database
Chronological subdivisions that converted to pinyin
STATUS: ongoing
Headings for former Chinese conventional place names
STATAUS: RLIN completed; need to check LC database
Subject headings
STATSU: RLIN completed; need to check LC database
Records affected by changes to romanization practices
STATUS: ongoing

Mr. Melzer said that three new documents had been added to the CPSO home page. They are:

updated draft romanization guidelines
a related document that explains romanization practices for catalogers
a detailed description of how to romanize and establish headings for Chinese place name

He suggested that catalogers send comments to Mr. Bob Hiatt, Senior Cataloging Policy Specialist, CPSO, and that catalogers try these search strategies and others that are listed below when finding and converting the non-Chinese records in our own files. He also stated that as the pinyin marker helps to eliminate converted non-Chinese records from being processed again, LC will keep on adding the pinyin markers to the records when needed.

Mr. Melzer delivered a summary titled: Remaining Pinyin Conversion and Cleanup Tasks.

Description of Category of Search String

Total Hits

Total Corrected

1) Regions in China (subject headings and subject subdivisions)

ca. 1000

ca. 250 (completed)

Examples:

Ningsia Hui Autonomous Region (China)
Changsha (Hunan Sheng) Region
Tien-ch'ih Region

2) Multi-syllable generic terms for place names: errors

tequ	ca. 175	ca. 100 (completed)
diqu	ca. 1670	ca. 700 (completed)

3) File of DLC non-Chinese records compiled by OCLC

1030

(ongoing)

4) 041 searches (language field), qualified: not 987a pinyin we anticipate 30% of hits will be converted; examples:

jpnchi / RLIN	1528
jpnchi / non-RLIN	214
jpn (and) chi / RLIN	382
jpn (and) non-RLIN	7
korchi / RLIN	370
korchi / non-RLIN	44
koreng / RLIN	15
koreng / non-RLIN	3081

5) 043 searches (Geographic area code), qualified not 987a pinyin we anticipate 25% of hits will be converted: examples:

"a cc" / RLIN
"a cc" / non-RLIN
"a ch" / RLIN

6) Former Wade-Giles headings; examples:

Mao, Tse-tung / non-RLIN	343
Tun-huang / non-RLIN	181

7) 'Most frequently used' headings; examples:

Mao, Tse-tung, $d 1893-1976
Tun-huang manuscripts
China (Republic, 1949- ). Nei cheng pu

8) Chronological subdivisions that converted pinyin; examples:

650 Sung dynasty.../ RLIN	56
650 Sung dynasty.../ non-RLIN	187
651 Sung dynasty.../ RLIN	10
651 Sung dynasty.../ non-RLIN	183

9) Headings for former Chinese conventional place names; examples:

650 Peking / non-RLIN	31
651 Peking / non-RLIN	26
corporate Hupeh / RLIN		2
subject Hupeh / RLIN		21
corporate Liaoning Province / RLIN		2
subject Liaoning Province / RLIN		56

10) Subject headings with romanized Chinese words or phrases; examples:

Hua Mountains (China) / RLIN		7
T'ung language / RLIN		6
San chu / RLIN		5
T'ien-t'ai Buddhism / RLIN		22

11) Records affected by changes to romanization practices; examples of syllable strings that will have to be reviewed and, in most instances, changed:

title Changjiang / RLIN	206
subject Changjiang / RLIN	20
corporate Changjiang / RLIN	147
title Huanghe / RLIN	170
subject Huanghe / RLIN	7
corporate Huanghe / RLIN	39

12) Chinese Buddhist personal names and uniform titles found in the BQ classification schedule; examples:

Shan-tao-ta-shih		16
I-hsuan		4
Kuan wu liang shou ching		3

13) Wade-Giles forms of commonly used syllable combinations; examples:

title kuo*li / RLIN	137	4
subject kuo*li / RLIN	8	5
corporate kuo*li / RLIN	38	7
title chung-hua / RLIN	50	5
subject chung-hua / RLIN	1	1
corporate chung-hua / RLIN	7	2

14) Bib records for instrumental music that include romanized Chinese (in consultation with Music catalogers)

15) Bib records for motion pictures that include romanized Chinese (in consultation with catalogers from the Motion Picture and Recorded Sound division) STATUS: to do

16) Mongolian and Tibetan records: review for romanized Chinese strings

Mongolian	2297
Tibetan	5337

17) Particular non-Chinese syllables that may have converted incorrectly(Japanese kai, Korean surnames, etc.)

18) Known errors, as described on LC pinyin home page

19) Individual Wade-Giles syllables; examples:

240 a tsang	15
650 a tsang	19
710 a tsang	59

20) 987 fields still marked 'r'; final review at the very end of the project.

2. James Lin, Harvard University

Mr. Lin reported that Harvard-Yenching Library Pinyin cleanup project had undergone two steps of process:

They reviewed 40,000 flagged records from RLG. Those were among the 300,000 Chinese records being converted by RLG that have both the romanization and the Chinese parallel fields.
They sent those "acquisition on-order records" that do not have Chinese vernacular fields to OCLC for conversion. Among them, 1,300 were flagged for review.

Harvard-Yenching hired one full-time, two part-time staff to work on the project for seven months, and they completed the whole cleanup task in March 2002. However, due to the fact that LC announced its proposed changes in Pinyin Guidelines, particularly on geographical and corporate names, just very lately, more cleanup works on those affected areas will be needed.

The experience they learned from the task according to Mr. Lin:

You need people who are very experienced with Pinyin.
Those staff also have to know the Pinyin Guidelines very well.
Closed coordination with your systems people.
On-line correction has proven to be much faster and economical.
Just make corrections according to $f in 987 fields would not be sufficient to deal with all the problems generated by machine conversion. Problems spread wider than $f had indicated.
Those records that have not been flagged are not necessarily immune from machine conversion problems due to the fact that machine conversion was programmed two years ago while the LC Pinyin Guidelines are still changing from time to time.

3. Iping Wei, Princeton University

Ms. Wei talked about cleanup of Chinese language records at Princeton University. In April 2001, 85,000 conversions were done on Voyager. 13,000 records needed a clean-up. They printed them out twice using Microsoft Access. Since it was a huge file, they printed the records for one hour a day until they finished 13,000 records. As errors were found not just in MARC fields, they checked everything and spent two hours a day for this. They corrected the records in RLIN and transferred to Voyager. The whole clean-up process took 6 months, and about 200 records are left for clean up. Other records without flags need cleanup as well.

She summarized their cleanup process:

Know how many records to work on.
Figure out how many staff and what kind of staff.
Decide how much you want to clean up.
Decide if you want to update authority file.
Allocate resources: staff, hours, timetable, etc.
Think about work-flow: do clean-up entirely on-line, on printout or on local system
Report to public service librarians and staff.
Carry out your plan!

IV. Committee Projects Status Report & Recognition of Committee Members

(Click here for the PowerPoint version)

Respectfully submitted,

Tomoko Goto
University of British Columbia

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