Committee on Technical Processing (CTP)
Council on East Asian Libraries (CEAL)

2013 Annual Meeting Minutes

Plenary Session: Open Access in Multiple Dimensions: CEAL CPS/CTP Joint Program

Wednesday, March 20, 2013
3:40-5:10 p.m.
Manchester Ballroom A/B, Manchester Grand Hyatt in San Diego, California

  • 3:40-3:45 p.m.   Moderator:Jidong Yang, University of Michigan

  • 3:45-4:15 p.m.   Keynote Speech -- "The Evolutionary Case for Open Access"
    Brian E. C. Schottlaender, the Audrey Geisel University Librarian, UC San Diego
  • Dr. Schottlaender went over three issues in scholarly communication: increasing knowledge output, economically unsustainable market (library budgets tapped out and sales are flatting), and decreasing access. On the other hand, open access provided online unrestricted free full-text access. Open access to metadata only is not considered real open access. There are two primary vehicles for accomplishing open access to scholars: journals and institutional repositories (relatively less known).

    The presentation further demonstrated how open access phenomenon falls into the case of evolution. First, the definition of evolution was examined and then the development of open access publishing was reviewed. There're three major phases of OA publishing from 1993 onward:

    1. 1993-1999: pioneering period
    2. 2000-2009: innovation period. Many ups and downs in this time frame
    3. 2009-present: consolidation period.

    Development of OA repositories was illustrated by the repository maps and very similar patterns or phases were found as discussed earlier.

    More detailed # of OA journals, articles, and repositories (sorted by year) was listed. From the findings, we could see the explosive growth of OA publishing and it meets the definition of evolution as a "process in which the whole universe is a progression of interrelated phenomena" (Merriam Webster).

    "Interrelated" was very important in OA and ecosystem was used in OA publishing. From 2000 on, there're ups and downs in the development, many intellectual scholarly publishing polices have been developed (important OA publishing policies were listed chronologically). In the meantime, a variety of infrastructure and venue were developed as needed. The nature of OA enable it becomes a vast complicated ecosystem with various relationships among different circles. Therefore, the rapid OA growth and complex OA relationship resulted in OA evolution inevitability.

    Because this ecosystem is so open and rich, the presenter talked about other OA, such as OA educational resources: OA Textbooks; MIT's OpenCourseWare (OCW), and MOOCs (massive open online course) and Open data (often focused on non-textual materials.

    In other metrics, impact factors such as pageviews, downloads, citation counts, social media references, and repository reports, have affected how scholarship has been evaluated. Presenter used his works as example to introduce this type of data provided by Google Scholar, Microsoft Academic Search, eScholarship (University of California repository) reports.


    Q: In the presentation, it mentioned about the statistic data in Google Scholar and MS's Academic Search, it seems different results on citation number, cited by ..., etc. [I'm] not sure which one is accurate.

    A: Both Google Scholar and Microsoft Academic Search apply algorithms to do the calculation; there's no human intervention. The speculation is the different algorithms they implemented cause the problem.
    As we know, it's just the starting period for open access data now, I believe the results will be closer to each other as improvements are made.

    Q: In the environment of OA courses online available, I'm wondering what kind of role librarians can play in the changing information ecosystem.

    A: I think there are 2 dimensions in this question: libraries and librarians.
    From library's perspective, library should provide instruction to license agreement and other topics that related to OA; in the context of MOOC, role of "student" is different from traditional concept of student from management view, so the library needs to work through this to get broader access to these groups of people (not just registered students).
    Librarians serve in different capacities. For example, at what point to use MOOC? First, you have to be careful where your users are. If the students are in cloud, how to serve remote users is a challenge to face. Furthermore, if the MOOC phenomenon continues, what can we do is another issue. We have to think what librarians need to work on to guarantee our evolving role in the future.

  • 4:15-4:35 p.m.  "Innovative Discovery of Unique Collections: The Case of the Makino Mamoru Collection at Columbia University"
    Jim Cheng and Beth Katzoff, Columbia University
  • Jim Cheng started the presentation by talking about one of the strategic plans for C. V. Starr East Asian Library. Columbia University is going to provide open access to their unique collections by creating a library of digital presentations. Symposia, Columbia's You Tube and Academic Commons, websites, blogs, finding aids and online catalogs are the means in achieving their goals of open access.

    Beth Katzoff then presented her process on Makino Mamoru Collection on the History of East Asian Film and the tools she has used to promote the access to the collection. Columbia University Library purchased the Makino Collection in 2006 and started the processing in 2008 and continues today. The Collection includes more than 80,000 items: 14,576 volumes of books, 10,028 volumes of magazines, 1,805 miscellaneous files and other various items (video, posters, sound recordings, photographs, scripts, handbills, etc.).

    A symposium, "The Makino Collection at Columbia: the Present and Future of an Archive", was held. Other tools to promote open access of this collection include online finding-aid (in progress), Makino Collection webpage and its symposium webpage which link to the Columbia's YouTube Channel, Academic Commons, and blogs.

    Along with the effort to promote the access on Makino Collection, several events were held which included a Chinese film event, Korean Content Collection symposium, and a Tibetan Studies symposium.

  • 4:35-4:55 p.m.   "They are Open, They are Free, and They are ... Somewhere-the Status of Institutional Repositories in Chinese Universities"
    Shuyong Jiang, University of Illinois at Urbana-Champaign & Jing Zhong, George Washington University
  • In their presentation, Shuyong Jiang and Jing Zhong described the status of the Open Access (OA) movement in China with a focus on institutional repositories (IR) in Chinese universities and research institutes. There are 85 IRs registered at the Registry of Open Access Repositories (ROAR) site as of 2012. The presenters explored different IR service modules and discussed their coverage, strengths, limitations, and most importantly, implications to the East Asian libraries and area studies community in the North America.


    Q: The previous Chinese speakers talked about the challenges in publishing journals for open access, do you think this has anything to do with the under development in IP and for the online publishing like CNKI or does it have anything to do with copyright issues?

    A: it is not necessarily anything to do with online publishing, but more to do with the mindset on OA. OA is not just a publishing model, but a new way of scholarly communication. It is true that many IPs have not set up good policy in regards to copyright issues, and no good guidelines for authors to post their research in IP.

On RDA Implementation: CEAL CTP/OCLC CJK UG Joint Session

Thursday, March 21, 2013
3:30-4:45 p.m.
Manchester Ballroom A, Manchester Grand Hyatt in San Diego, California

Program description: With many institutions preparing RDA implementation at various stages, CEAL members will hear updates from representatives of LC, PCC, and OCLC on their policies and inside stories of their decision-making process, especially some policies that may have more impact on cataloging CJK language materials, as well as answer questions collected before the program. We will also hear report on CJK NACO Project. It will be followed with a 20 minutes Q&A session.

Speakers are pending on their confirmation:

  • 3:30-3:35 p.m.  Program introduction, Shi Deng, Chair, CTP
  • 3:35-3:50 p.m.   In the Home Stretch: final stages of RDA implementation @ LC
    Tom Yee, acting chief of both the LC Policy and Standards Division and the Asian and Middle Eastern Division, Acquisitions and Bibliographic Access Directorate
  • Before Tom Yee started his presentation, he mentioned two handouts distributed at the program were LC responses to CEAL members' questions. He also mentioned that CTP will help to collect CEAL community's feedback on LC suggested practice on RDA 1.8, etc.

    LC response to CEAL members' questions submitted before the program
    LC response to CEAL suggested practice on RDA 1.8, etc.

    Tom Yee reported that:

    • LC and other US National Libraries announced March 31, 2013 as 'day one.'
    • LC's RDA training started in June, 2012 and will be completed by March of next year. This will include staff in field offices around the world.
    • LC maintains a web page related to RDA, including implementation decisions, links to training materials, update information, community links, etc.
    • LC-PCC Policy Statements represent a collaborative set of statements for both LC and the PCC and they have been incorporated into several RDA toolkit updates.
    • There are five types that are used to update the contents of RDA:
      • bug fixes, typos, etc.
      • fast track proposal process
      • major changes through formal constituency proposal process
      • re-wording project for every chapters
      • translation of RDA into other languages

    Q & A

    Q: RDA is being translated in many languages. Chinese language is being translated. Is online version going to be available too?

    A: Chinese translation of RDA is available only in print at this point. LC does not know the detail. It would be best to check with ALA Publishing to see if there have been any recent developments about translations into other languages besides French, Spanish, and German.

    Q: LC distributed two handouts of its response to CEAL's requests. One of them is about how to record Chinese character numbers in several fields of bibliographic records in RDA. Could you explain it?

    A: LC CJK catalogers and supervisors met with Policy Standard Division officers four or five times to discuss on this matter. No final decisions have been made. LC wants to have input from CEAL members on LC's new proposal. It is too much to cover here in a few minutes.

  • 3:50-4:05 p.m.   PCC Update
    Linda BarnhartChair Emerita, Program for Cooperative Cataloging, and Head, Metadata Services, UCSD Library
  • Linda Barnhart summarized PCC's recent and future activities.

    • PCC's recent activities include Phase 2 changes to the LC/NACO Authority File, the Access Points for Expressions Task Group report, new BIBCO Standard Record (BSR), and Provider-Neutral Guidelines. Phase 2 Authority File changes will complete by March 31, updating the records whose access fields are being subjected to mechanical manipulation. Planning on Phase 3 (re-coding of the RDA acceptable headings) is also underway.
    • PCC has provided many RDA training materials for experienced catalogers, such as CONSER/BIBCO/NACO Bridge training. PCC is also developing materials for newer catalogers.
    • PCC Day 1 for RDA authority records is scheduled on March 30.
    • Three RDA Task Groups have been busy working on their reports. Hybrid Record Guidelines TG and Relationship Designator Guidelines TG are awaiting approval for their final reports. TG on the Creation and Function of Name Authorities in a Non-MARC Environment is anticipated to issue a report by March 30.
    • The interim guidelines have been created on undifferentiated personal name authority records. Catalogers should avoid creating or adding entities to the existing undifferentiated name records.
    • PCC is exploring how to improve access to various PCC resources. One possibility is to add BSR and CSR to RDA Toolkit.

    More information is available at the PCC website (links are provided in a handout).
    PCC Activities Handout

  • 4:05-4:20 p.m.  RDA & OCLC
    Cynthia M. Whitacre, OCLC WorldCat Quality Management & Partner Content
  • The main topic of the presentation is the new OCLC RDA Policy Statement, effective Mar. 31, 2013. The presenter went through several key points of the OCLC policy and highlighted the principles regarding original cataloging and copy cataloging. Dos and Don'ts when working on existing records in different scenarios were explained. Planned OCLC system-wide changes were mentioned as well. At the end, the presenter provided answers to the questions submitted before the annual meeting.

    Q & A

    Q: As you mentioned the records for a Chinese title. Does OCLC not encourage institutional record(s) to be attached to the record for English language of cataloging?

    A: Not really. You should always attach your institutional records to the master record that created for whatever language of cataloging you use.

    Q: Does OCLC has any short-term and long-term plan for institutional records?

    A: In case of short-term plan, I don't know; as to long-term plan, I knew it's being discussed, but don't know the decision.

    More: OCLC spelling check for authority file set up:

    1. in OCLC Connexion menu bar, go to tools --> options
    2. Select "spelling"
    3. Click "fields to check"
    4. Add fields you like to do spelling check in authority record.

  • 4:20-4:25 p.m.   CJK NACO Project Report on RDA Implementation
    Sarah S Elman
    , Coordinator, CJK NACO Project, and Head, Technical Services, C.V. Starr East Asian Library, Columbia University
  • Sarah Elman provided a report on the CJK NACO Project on RDA Implementation, including the background of the CJK NACO project as well as the PCC NACO funnel project. RDA-related training schedules were reported. Several collaborative projects with the CEAL Committee on Technical Processing were explained in detail. Recruitment and training are the two major goals for the future. The importance of establishing reviewer pools in order to serve members who require training was stressed. Independent NACO contributors who can share their NACO expertise are strongly encouraged to serve as reviewers, especially in Japanese and Korean.

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