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/203

Subiect Access to Fiction: AnApplicotion of the Guidelines

Christine DeZelor-Tiedmon

In recent literuture, uuthors haoe adoocuted the enhancement of subiectttccess ttt indiuiduttl works of ficlion Cuirlelines were deaeloped itntt pub-lishetlbq the Subcommittee on Subject Acces,s to IndioiduulWorks of Fiction,DramrL, etc The OCLC Online Computer Libranl Center, Inc , and theLibrary of Congres,s conducted pilot project.s to stutlq the implications ofsubject catalogingof fiction. Reseorchers htu:e indicatedthnt uhile improrsedoccess to uorks of fl,ctl.on, dramu, etc , is desirable,the idealacks practicalitqbecou.se of tlw upparent tfficulttl inoohsed in apphling topicnl hendings touorks that are not fuct-based in noture. Acldingto this difficuhy is the factthat most fictional uorks lack indexes, ubstrocts, und tables of contents,uhich can aid the cataloger in applgingappropriate heudtings. Exclusiae useof dust jacket copy (or back-of-the-book copy for paperbacks) to formfictionsubject heatlings is recommended The purpose of this study is to determineuhether enough information is included on the dust jacket (orthe back cooer)to prooide ad.equate subject access in the four ureas cooered in the Guide-lines: churocter, setting, genre or form, ancl toTtic

I' rom 1986 to 1989, the Subcommitteeon Subject Access to Indiviclual Works ofFiction, Drama, etc., met to develop a setofguidelines to improve subject access toindividual works of liction, drama, poetryhumor, and fblklore in all fbrmats. Thecuidelines that were established were6onceived as a recommendation lbr stand-zud national practice, and they are basedon, but not limited to, the Library of Con-gress Subject Headings (LCSH). They ap-pear to be usable, and practicable. Theheadings are divided into {bur categories:Ibrm or genre access, character access,setting access, and topical access. For the

problematic topical access area, theguidelines state that headings should bedetermined a{ier a suner{icial review ofthe publication at hand. No attempt ismade to discern topics that have not beenmade explicit, or that represent valuejudgments (Cuiclelines 1990, 33). If sub-ject cataloging ol fiction is to becomecommon practice, these guidelines are a

:ii;,:9.""".""der to be the standard of

The subject cataloging of fiction mightbe the direction we are heading. Over thepast l'ew years the OCLC Online Com-puter Library Center, Inc. (OCLC), in

CnnIsrINn DEZEI-AR-TIEDMAN is Catalog Librarian, Assistant Professor, University o{ IdahoLibrary, Moscow, Idaho (e-mail: chrisd@drseuss lib uidaho.edu) The Guitlelines ieferred toherein are the product of the Subcommittee on Subject Access to Individual Works of Fiction,Drama, etc , a subcommittee of the Subject Analysis Committee, Cataloging & Classi{icationSection, Association for Library Collections & Technical Services, a division ol'the AmericanLibrary Association Manuscript received November 8, 1995; accepted lbr publication fanuary29. 1996

conjunction with the Library of Congress(LC), has conducted pilot proiects tostudy the implications of subject catalog-ing of liction. Between January and juneof 1992, eight libraries, both public andacademic, enhanced OCLC fiction re-cords usins the Cuidelines. OCLC thenentered

"^"h tr"* record into LC's data-

base so that enriched MARC recordscould eventually be produced (Quinn andRogers 1992, f4-15). LC fbllowed this bya study of its own in 1993. From April until

|une of that year, LC monitored the addi-tional time needed to create subject head-ing assignments and its efl'ect on produc-tivity in order "to determine thedesirability of assigning these headings inits own catalog" (LC 1993). In July 1993,the decision was made to continue thecataloging at current levels.

How does a library measure the cost-e{I'ectiveness ol such a nractice? Havesdiscusses a study done by LC. Two cata-logers were asked to assign subject head-ings to 25 randomly selected works offiction according to the ALA guidelines.The surprising result was the disparity intime taken by the two librarians. While theIirst cataloger spent only 4.3 hours to cata-log all 25 items, the second needed 18 3hours to catalog the same titles (Hayes1992, 449). Hayes repeated the study us-ing similar methodologlz. Her resultsshowed more consistency: the two cata-logers spent 7.2 hours and 6 3 hours, re-spectively, to catalog 25 items (Hayesf992, 453) Un{brtunately, neither ofthese studies adclresses thequality ol thecataloging that was done. For instance, inthe LC experiment, we do not know howmany subject headings the fast catalogerapplied to each work in comparison to theslow cataloger. In Hayes' study, we do notknow whether the headings were appliedreasonably consistentlv between the twocatalogeri. More to the point ol the re-search project at hand, we do not knowwhat specific methods were used to ex-tract the inlbrmation necessary to lbrmsubject headings lbr the lictionil *orks.

Hayes gives some detail as to howheadings were applied in her study. In thefirst phase ol cataloging each item, thesubject, genre, and setting (or settings)

were selected by examining the work, aswell as the dust jacket and any introduc-tory material. Topical headings were as-signed by adding the subdivision FIC-TION to established headings f'rom thethirteenth edition of LCSH (Hayes 1992).But with no specific description o{'whatconstitutes an examination of the work, itis easv to see whv the results could be sovaried.

BecxcnouNo

Fiction has had a troubled past in librar-ies. Early public libraries grudgingly ac-cepted the presence ol novels into theircol lect ions, with the hope that readerswould be lured to more lo{tv. worth-while books-namely, nonliction (Guarrl199f . f 0-13). Now that fiction has a well-respected, and expected, place on libraryshelves, isnt it time that cataloging prac-tice allowed the same qpe of subject ac-cess to these works that has long beenavailable lbr nonliction?

This question is not a new one. Therehave been numerous attempts over thepast centuryto employvarious methods ofIiction classification. vet none has beensuccess{ul enough or promoted enough tobecome standard practice. But with thechanges that technolory has brought tothe world ol cataloging, sub.iect catalogingof lictional works has a greater chancethan ever befbre ol 'hecoming standardprartice. Though it is hard to argue againstthe bene{its that this would have {br li-brary users, the question remains in thisera oI' budget cuts and downsizingwhether the addition ofwork and respon-sibility {br catakrgers is realistic and cost-e{lective.

Research, as well as testimony by li-brarians. indicates that library u..t"ri donot always seek liction through known-item author or title searches, which arevirtually the only access points available tofiction works under current standard cata-loging practice. Olderr (1991, xiii) dis-cussed the dilliculties laced by librarianswhen users, afier readinq The ThomBirls, wanted "other big novels on Austra-lia," or asked qtrestions like "Do you haveanv mvsteries set in Iowa?" Commercial

LRTS o 40(3) . Subject Access to Fiction /205

indexes such as Wilson'.s Fiction Catalogare only uselul to a limited degree: theuser (or librarian) must take an extra stepto determine whether an item listed un^-d_er a given heading is actually held by thelibrary. And users-do not always ̂ rt lbtassistance Inrm librarians when seekinglihrary materials. A user not schooled inthe intricacies of cataloging would not

In addition to providing better accesslbr recreational readers, enhanced lictioncataloging would have ramilications in theacademic world Beghtol (f989, 134)compares the extensive classification o1'works in science and technology with themore limited categorization in the hu-manities, and deilares that "primarvworks l i .e works ol l i terature] ire thbphenomena of humanistic research in thesame way that works of nature are thephenomena of the .science.s." Thu.s crea-tive works should receive the same levelof access and attention as their scientificcounteroarts

To c:arry this point further, Ranta(1991, 4) disc'usses how new trendsrinliterary scholarship and other tlisciplines"have'brought about a greater interest instudying topic.al and tiher culturaVhis-t<rrical {'eatures of literary text.s." Collocat-ing liction and nonfiction works on relatedtopics in the catalog might {hcilitate aninterdiscipl inary search. Ft,r example, astudent of literature r.ould retrieve lhctrralhistorical works related to an author ornovel, and a historian could access repre.sentative liction oI a time and nlace he onshe is studying.

Despite all the argument.s in I'avor oI'enhancld lir.tion cataloging, there are le-gitimate reasons it has not become com-mon practice Foremost is the nature of{iction itselfl unlike most nonfictionworks, it can be dlliicult to determine

exactly what a piece of fiction is about.Nonliction books regularly contain tablesof contents and indexes. and their titlesu.sually ofl'er some clue a.s to .sub.iect con-tent (Ranta 199f, I0). This is rarely truewith fiction. Most problematic is the issueol topics or themes. As Hayes explains,lictional works can exist on several difl'er-ent levels at once: the literal, the symbolic,ancl the thematic (Hayes 1992, 445). In

reviews and literary criticism to correctlyclassi{y a Iiction work. As Ranta suggests,some people might obiect that such sub-ject cataloging would verge too muchupon literary scholarship and criticism,fields f<rr which most catalogers are un-<lualilied (Ranta 1991. l0). Fiowever, .shegoes on to argue that catalogers have tra-ditlonally been trusted to apply headingsin subject areas they have no expertise in,and expectations should be no di{I'erentwith liction. The rluestion remainswhether such in-depth subject analysis isrealistic in todayls library.

Rrsnencu QunsrroNs eunMnrnooot ocy

The purpose of'this study is to determine

and tables of contents to guide them, lic-tion catalogers might f'eel compelled t<rskim or read sections ol the work at handin order to apply appropriate headings.Nancy Down, writing of Bowling GreenState University'.s experience participat-ing in the OCLCiLC Fiction Project.mentions browsing through novels'andreading passages {rom various chapters(Down f995, 6f-69). This is potentially.problematic hecause ol its timl consum-ing nature, and also because some catalog-ers might attempt to dig deeper to {ind

206/ LRTS . 40(3) c DeZelar-Tiedman

thematic or topical elements' By limiting

catalogers to iust jacket copy. will o-nly

those elemerrts that are truly essential to

ject headings {br works of fiction;

and,2. How many headings ol 'each type out-

l ined in ihe Cuiiel ines wrruld typi-

cally be assigned using dust jacket

ccrpy?tn oider to determine whether subject

lreadings that entrrmpass the subiect con-

tent oltthe work can-be {brmulated lrom

the cataloging workllow as they came int<r

the Univeisity ol'Idaho (UI) Library' This

method was used, rather than extracting a

ized to other samples or populations' ln

contrast to earlier studies, individual po-

etry collections and dramatic works were

inciuded in the samPle.Once the works were selected, subiect

headinps were applied as outlined in the

Cuidel'ines.The iSth editit-rn ol'LCSH was

used to apply setting and topical headings,

and all headings were verilied in the LC

subiect and nam" authority files. Once the

tar[et number ol'li{\ works was reached,

the results were tabulated.

Rnsur-rs

The samrrle consisted of 26 hardcover

b,,oks ani 24 paperbac'ks. Ol'these, the

vast maiority (43) were novels, with 5 po-

etic woiks ind 2 works of drama also in-

cludecl. The distribution of headings per

lhlls neatly into a genre category; many

mainstream liction works do not exhibit a

TABLE 1

AVERAGE NUIT4SBN OF HEADINGS APPLIED PER RECORD BY FORMAT

Genre

Character

Setting

Topic

0.81

0.42

0 7 7

1 8 1

0 3 80.541 0 4

LRTS o a\Q) o Subject Access to Fiction /207

TABLE 2AvERAGE NUMBER oF HEADTNGS AppLrED prn Carncony By LITERARy FoRM

Category Poetry

Genre

Character

Setting

Topic

Total headingsper recorcl

0.95

0.37

0 6 7

I . J J

. t .J.1

0.60

0.00

0.20

r.00

r.80

1.00

2.00

I D ( '

1.00

5.5(t

cover books appeared to ofl'er more infbr-mation than paperbacks. This might bebecause the dust jacket sleeve providesmore physical space than the back oI'thetypical mass-market paperback. Severalpaperbacks gave only briel, one-paragraphdescriptions of the work, [bllowed by ex-cerpts liom reviews of the authors' pre-vious works. Little of this was useful inapplying subject headings. There were aIew cases where there was no copy on theback ol'the paperback, but a ph-oiographof the author instead. This seemed morelikely to occur when the author was highlypopular and well known (e.g., StephenKing or Danielle Steel). However, thesebooks do sometimes include a brief de-.scription of the work on one of the lir.stI'ew pages, which could sewe as a reason-able substitute. (This substitution was notmade fbr the purposes of this study.)

The average number of headings ap-phed per category fbr each of the {brmsencountered ({iction, poetry and drama)are qiven in table 2.

More headings were assigned to dramathan to poetry However, the sample is sosmall that no real conclusions can bedrawn {iom the results. For example, bothof the plays in the sample were by thesame play'rvright antl issued by the samenublisher.

Figure I is an example of'dust jacketcopy from a hardcover novel. From thein{ormation provided here, the genreheading DETECTIVE AND MYSTERYSTORIES was applied using the Cuide-/ines. Because two other novels leaturingthe lead character are mentioned, and theguidelines state that a character shouldippear in three or more works to justify a

heading, one was added fbr HALLEY,SID (FICTITIOUS CHARACTER)-FICTION. The dust jacket mentions nogeographic setting {br the novel, so noheading was added in that category. Fi-nally, two topical headings were applied:HORSE RACING-FICTION and PRI-VATE INVESTIGATORS-FICTION.

Figrre 2 i.s an example of a dramaticwork in paperback {brm. The copy con-sists of review excerpts and at lirst glancethere is little to aid the cataloger in apply-ing subject headings. But {iom the secondparagraph, one can come up with head-ings {br genre, characters, and setting.The headings applied were: HISTORI-cAL DRAMA; |OYCE, IAMES, 1882-Ig4l-DRAMA; LENIN, VLADIMIRILICH, L87O-I924-DRAMA; TZARA,TRISTAN, 1896-1963-DRAMA; andWORLD WAR, 19T4_T9I8-SWITZER-LAND_ZURICH-DRAMA.

At least some subject access was pro-vided {br most ol the works in the sample.Only three works did not give suflicientinfbrmation to apply any subject headingsaccording to the Cruidelines: a StephenKing novel, an experimental novel byLouis Aragon, and a collection of poetrybv Marv Robinson. The time needed toapply subject headings to the works wasnot extensive. It took an averaqe o{ ten tolilieen minutes ner hook to review thepublisher-supplied copy, look {br head-ings in the Guidelines and LCSH, andveri{y them in the authority liles.

Concrustotrl

In this study, publisher-supplied copyfiom dust jackets and the backs of'books

208/ LRTS . 40(3) o DeZela.r-Tiedmon

usuallv nrovided sullicient infirrmation t<r.rpply sub;ect headings to individual worksol'liction, drama, etc. Just how many sub-ject headings are enough is subjective andmust be determined by the individual li-brarv. As stated above. the method of se-lecting the sample precludes the results{iom being generalized to other popula-tions. However, this study should giveother Iibraries in{ormation to considerwhen deciding whether to provide addi-tional subiect access t() fictional works. In

[0ffir0GRIII

ililtRlltct$"Few writers have maintained such a highstandard of excellence for as long as DickFrancis," writes the San Diego lJnion-Tlibune. "[His] genius...is his ability towring suspense from character ratherthan incident and to find terror in themundane." In Come tn Grief, Dick FYancisposts another surefire winner.

After constant requests from fans tobring back Sid Halley, the championjock-ey turned investigator of Odds Againstand the breakout thriller Whip Hand,Dick Francis does just that in his newnovel. Although more than a decade haspassed since the publication of WhipHand,, little time has elapsed in SidHalley's life. StiII in his mid-thirties, he re-mains troubled, cor[ageous, unwi]ling toadmit defeat to disabling iqjury or cor-ruption. Now, though, Sid faces ninetiesdilemmas and hazards even more seriousthan those he once faced in horse racing,

(Continued on bukflap)

Figure l. Hardcover Novel Dust Jacket Copy.

some cases it would seem appropriate firrcatalogers to supplement the jacket copywith other easily scanned infirrmation,such as lists ofcharacters in plays or pre-liminarypages in paperback novels. Whenreviews are readily available, they mayalso be helplul provided they are brief.

11'topics and other elements of worksof liction were as eirsily identifiable as theyare in nonliction, the Guid.elines woddnot be necessary. The purpose of thisstudy is to suggest a method by which the

(Cntirudlm trnt lbn)

the passion that cost him his hand, and

"tlre only sport so dangerous that ambu-

lances follow the athletes from start to

finsh' (Thz Phila'dclphia Inquirer).

"I had this friend that everyone loved,"

Halley says, "and I put him on trial....I grieved for the loss ofa friendship, for aman who still looked the same but was

different, alien...despicable. I could muchmore easily have grieved for him dead."

Having e:rposed an adored racing fig-ure as a monster, Sid must testify at theman's trial. But the morning of his ap-pearance, a tragic suicide shatters theproceedings and jars Halley's conscience.Plagued by regret and the suspicion thatthere's more to the death than has yetcome to light, he is catapulted into daysof hard, rational investigation, heart-searching torments, and the gravest ofperils. Business as usual for Sid...

Come to Gn'elis a stunning successorto Wip Hand, that does Sid Halley andDick Flancis proud.

Dick Francis is the author of many best-selling mysteries, most recently WiId,Horses and Decrlder, which are set againsta racing background. He makes his homein the Caribbean.

LRTS o 40(3) . Subject Access to Fiction /20g

A PIAYBY

TOIil'TOPPARD"The effect of rravesties is intoxicating! lt is nothing short ofmiraculous . . . brill iant, and replete witn limericks, p-uns, wordplay, contradiction, and paradoxes." These words by Frank Marcusof the Sunday Tetegraph celebrating the success of

-stoppard,s play

were representative of the ecstatic reception which greeted thestage work at its London opening in 1974.

. "Tom stoppard is not the first man to have noticed that Lenin.James Joyce, and the Dadaist Tristan Tzara wereail riving in Zurichduring the Great War. But what other playwright, with tiese threerevolutionary figure-heads to draw on, wouro have chosen for hishero a minor Bri t ish consular off ic ial cal led Henry Carr? . . . Fromthis obscure footnote to u/ysses Stoppard has spun out a fantasti.cally elaborate web to snare his three giants in the same play.',

-lrving Wardte, fhe (London) Times"Stoppard has come up with another dazzlingdisplay of theatri_

cal sleight-of-mind. . , . The world premiere was an event to excitethe intelligence." _Herbert Krelzmer, Daity Express

"A dazzling pyrotechnical feat that combines Wildean pastiche,political history, artistic debate, spoof-reminiscence, and song_and-dance in marverousry jucricious proportion. rt radiates sheJrintelfectual ioie de yiyre. Exuberant and freewheeling!"

-Michael Biltington, The Guardian

Tom Stoppard has occupied a prominent place in the front row otliving dramatists ever since the success of his Rosencrantz andGuildenstern Are Dead. His other plays include The Real lnspectorHound, After Magritte, Enter a Free Man, Jumpers, and Dirty Linen,and he is also the author of the nover Lord Malquist and Mi. Moon.

Distributed by Publishers Group West

%xal';BnssFigure 2. Copy from Dramatic Work in paperback.

ISBN 0-80a1-5083-b

2f0/ LRTS . 40(3) . DeZelar-Tiedman

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Guidelines can be applied in an e{licient,cost-e{I'ective manner, so that valuablecataloging time is not spent.searching fbrtopics in works where subjects are notclearly or openly stated. Few librarieshave the resources to pay catalogers t<rread and interpret fiction; perhaps theywill lind btxrk jacket copy irn efl'ectivesummarizing trxrl Iirr providing ir reason-able level .il 'o"""r, to these valuable li-bnrry materials.

WoRKs CrrED

Beghtol, Clare. 1992. Acces [sic] to liction: :rproblem in classilication theory and prac-lice, part I. Intenrutional classificuUk 16,no 3:134-40

Down, Nancy. 1995 Subiect access to individ-ual works of lictioni participating in theOCLC/LC Fiction Project. Catuloging Ctclassification Etaderly 20, no. 2: 6l-69.

Gulrd, Anara. 1991. An antidote {br browsinq:Srrbje<.t headings for fiction. Technicalitii^no 12: 10-13.

Gu.idnlines on indiairhtul oo*s of fiction,dnna, elt' 1990. Clrir.aco: American Library Assn.

Hayes, Susan 1992 Enhanced catalog ac-<'ess to f i t . t ion: A prel iminary study. L i -hrarrl resourcus b techni.cal seroices 36:44r:5s.

Libr.rry ol Congress 1993 LCCN: Librury ofCongress catalogingneusline l, no. 4.

Matthews, I. R , G S Lawrence, and D. KFerguson 1983 Using online cutalogs: Anationoitle ntrtt,y: A repttrl of u itudysTtonsored by the Cou.ncil on Lihrary Re-sozrczs New York: Neal-Schuman

Olderr, Steven. 1991. Olderr's fiction subiecthaut l ings: A supl i tment unt l guidc t , i thcLC th,esau.ru,s. Chicago: American LibraryAssn

Quinn, Judy, and Michael Rogers. 1992.OCLC/LC liction headings project: Toolittle, too late? Libranl jortntal ll7: I4-I5.

Ranta, fudith A. 1991. The newliteraryschol-arship and a basis fbr increased subiectcatal rg l t .cess to imaginal ive l i terat l re.Cataloging C-r classification quarterly 14,no l : 3 -26

/271

From Access Points to Moteriols:A Tronsoction Log Anolysis ofAccess Poinl Volue for OnlineCotolog Users

Brendqn J. Wyly

!1 ur online catakrg that requires anadditional searcher aciion to ,rbtain bca-

specilic access points are used to lind on-line catalog records, how olten do search-er.s lind the re.sult.s .sufliciently valuablethat they decide to seek locati6n and cir-culation inlbrmation? and (2) In whatrelative prop<rrtion are specific accesspoints in an online catakrg used to obtain

2I2/ LRTS . 40(3) , Wyly

records firr which krcation inlirrmation issubserluently viewed? The answer to thelirst rluestion reveals one kind of successrate lor the use ofan access point, regard-less of how rare or common that use is.The answer t<l the second rluesti<ln oflersa purely rluantitative measurement of thevalue of each access point compared to all<lther access points.

Because many academic libraries havebeen caught between budgetary con-straints and a commitment to thoroughcataloging (in essence, a commitment tointellectual access), some library leadershave asked: Can we reduce or eliminatesuh ject cataloging or complex nameauthority control? Lurge backlogs ol un-catakrged material have developed. Thechoice seems to be between providingsome lower level ol'catakrging or allowingthe backkrg to remain uncirtaloged, andperhaps even expand, while seeking re-sources {irr f'ull catakrging. In either case,some unknown but possibly substantialirmount o{'intellectual access is being hrst.Ascertaining the signilicance ol'that krssis helplul in guiding the treatment ol'backlogs and in guiding cataloging priori-ties. Even in less dire circumstances. es-tablishing the value of the elements ofc'atiiloging and indexing is important. Thisstudy is an attempt to rliscover the valueofvarious access points in catakrg recordsby determining their uselulness to search-ers in locating items in ir collection.

An automated irnalvsis <ll' nearlvtJ,(X),(XX) online catalog searches r.veal.ihow o{ten the use ofvarious access pointsresulted in retrieved records I'rrr which thesezucher went on to lind krcation and callnumber inlirrmation. With some qunlili-cations, which are explained bebw,logged searcher actions of a pzrticulartype might provide a strong indication ol'the uselulness of such access points insearches. For this studv. the raw numeri-calanalysis wa* n.'",,rnpli*h"cl hy ir parsingilnd taltfng program written in FOR-TRAN. Descriptive statistics are reportedin order to cross-tabulate search t1pe,number of records retrieved, bibiio-graphic' rec<rrd display lirrmat choices,and decisions t() l ink t() krcation inf irrma-tion.

Lrrrnerunn REvrEw

Numerous researchers have provided intnr-ductions to the advanta{es an-d limitations oltransaction log analysii(TlA). T<rlle (198a)and Peters (1993) prrxide a general intnr-duction to T[,A research. Peters, Kaske, zmdKurth (1993) also have pnMded a moreextensive bibliogaphy and resezuch review.Borgman (1986) pr<Mdes avaluable reviewof older research. Both Ttrlle (I9S4) andPeters (1993) also pnwide some cautionarynotes about the limits of TI-A lbr extractinginlirrmation about searchers' intentions.Further discussions ol'the limits and possi-bilities of the method are provided by Kaske(1993) and Kurth (1993), who raise helpfuldesigr considerations lirr any TLA.

Studies of se:uchers' online catalogsearch strategies are a very common, al-most universal, component of online cata-log TLAs. Kalin (1991) compared thesearching technirlues and success rates ofremote and in-house searchers throuqh aTLA and duplication of 1,000 searches byeach group. The lact that searchers had totake a speci{ic action to pull up a fullbibhographic record was used to try t<rdetermine searchers' judgments aboutthe relevance of the retrieved records.The present studyprovides firmer groundlbr the detection of se'archers' decisionsabout the usefulness ofretrieved rec<lrds.Hancock-Beaulieu, McKenzie, and Irving(1g91) condur.ted a TLA collaboratively ata number of academic and large publiclibraries in the United Kingdom and theUnited States. They administered interac-tive pre- and post-search rluestionnaires viaonline catakrg terminals to ascertain search-ers'intentions They then compared theseintentions with the actual search strategiesrevealed by the transaction logs. The gen-eral conclusion was that subject searching,whether direct or indirect, remains theprime means ftrr use of the online catalogeven though searchers f'ace great cliflicul-ties integrating controlled vocabulary sub-ject headings with kepvord searching pos-sibilities. Their study highlights thebenelits ol'enhancing TLA with otheranalytical methods;'questionnaires al-Iowed measurement of searchers' inten-tions.

LRTS . A0(3) . From Access Points to Materials /2I3

Reading intentions {iom the transac-tion logs must be undertaken with ex-treme caution. Nielsen (1986) challengesthe henelits ol'enhanced TLA, observingthat there are difl'erences between whal

(1989) also showed self-reported searchbehavior to be inaccurate. Because thepresent reseiuch fircuses on questions re-lating to searchers' successful use of ac-cess points, rather than searchers'inten-tions, this study avoids the methodologicalnitlalls identilied by Nielsen and others.-

Ballard (1994),'Barrett and Maticka(1989), Frost (1989), Hunter (1991),Marner (1993), and Peters and Kurth(1991) are just a f'ew who have exploredthe use ofsearch strategies in online cata-Iogs. One ol' the mosi'significant treat-ments ofsubject access in recent years wasreported by Larson (199I), who was alsoa participant in the Council on LibraryResources proiect on online catakrgs. (Im-portant earlier work in the lield includesthe BOOKS Subject Access Project byAtherton (1978), the final reports o{'the

interest, since thev discuss the inlirrma-tion overloacl that Larson perceives to bea particular problem. Drabenstott andVizine-Goetz (1994) also o{l'er an excel-

detail than this study, but in the presentarticle I aim to exploie the searche-rs'per-ceptions of success in their use of accesspoints rather than the details of the lailedand successlul searc'h entries.

Prabha (1990), Hickey and Prabha(1990), and Wiberley, Daugherty, nnd

Danowski (f989, 1995) believe that thethreat of inlirrmation overload should bea central concern Iirr in(irrmation systemdesigners. lndeed, Larson'.s r".ear"h .ug-gests that sub.iect searching has become sodi{licult firr online catalog searchers dueto zero-hit searches and infbrmation over-load that senrchers are slowly being drivenirway fiom controlled vocabulary subjectsearching and may move towards evenverv limited title kevword access as a sub-stitute {brm oftopical access.

While Larson;.s conclusions about theskrw decline ol'subjec't searching in theMELWL system ofthe Universityof Cali-fornia appear to be sound, his analysis oI'causes is based on the rather narrow defi-nitions of subject searching success andflilure that he draws lrom the transactionkrcs. The difliculties he cites are of twotypes, the zero-hit subject search and theexcessive-hit or information overload sub-

iect .search. These dillicultie.s alllict anytype ol online bibliographic searchingand, perhaps, are particularly trouble-some with subject searching. However,classing all zero-hit and large-hit con-trolled vocabulary subject searches as {'ail-ures-Iailures that have an iterative efl'ectof drivin{ searchers towards alternativetopical access methods-is too broad ageneralization. An easily conceived exam-ple illustrates this point.

A search in a large academic catakrgusing the subject "Dogs" will likely pn>duce over 100 titles and thus, according t<rLarson'.s analysis, our example appears tobe a cirse oI f'ailed sub.iect searching dueto infirrmation overload; it seems to be acase <lf a searcher not understandinc theexcessive generality ol'the suhject searchexecuted. However, in many catalogs, oneol the lirst books in a date-sorted list is thelatest edition ol The Complete DogBook:The Photogruph, History, antl OfficiulStunrlard of Eoery Breed Admitted toAKC Registration, und the Selection,Training, Breedting, Care, and FeedingofPure Bred Dog,s, a volume that is likely tomeet the needs ofmany subject searchers.Similarlv. were such a searcher to scanonly the first of several hundred screens,find this b<xrk. and then leave the onlinecatalog with a promising ref'erence title

ZL4/ LRTS . 40(s) . WyIy

LRTS . 40(3) . From Access Points to Materials /ZLS

f'erence in levels ol circulation when hecompared the circulation of materials re-ceiving original catakrging to that of mate-rials receiving copy catzrloging at the Uni-versity ol Pittsburgh. He did not locus onthe two t;1es o{' bibliographic records,however. but rather on the dill'erences inthe types of materials that received origi-nal cataloging as compared to those firrwhich copy was available.

Knutst>n (1986) recognized the prob-lems with rnaking cataloging decisionsbased on his results and called lbr studieswith similar intent to be d<lne using pr(Ftocol analysis or TLA. The current studyresponds to that call. Much of the unirlue-ness ofthe TLA reported here hinges onthe claim that when searchers linked t<rlocation infilrmation {irr selected recordsthey had made a decision about the use-lulness of these records. No attempt ismade in this study to discern why search-ers judgecl records to be useful. Rather,the mere lact that they did make a judg-ment at a particular point in time is ac-knowledged.

INsrrrurrouAl, AND TrcnNrcALENvrnoxunNr

The transaction logs, as shown in the ex-

ample in ligure 1, provide inlormation ondate, time, terminal, response time, num-ber of Brxrlean operators, number of po-tential index entries in a search (e.g., "en-

gineers smalltalk" as a subject heading isone index entry, but as a title key'rvordsearch two index entries are searched).number ol'truncations, hits, err<lr codes,and the text of the input fbr the transac-tion. Because search, display, andlocationlinking commands all result in loggedtransactions, the total ol ne arly 2.7 millionrunalyzed transactions rellected 795,u10searches and their associated linking anddisplay transactions.

The raw krgs had records liom all ofthe system'.s terminals mixed according tothe time stamD on the transac'tion. Asshown in liguri 1, these raw data weresorted according to terminal codes andtime so that specific search sequencescould be analyzed. For purpuses of'thisanalysis, it was not necessary to auscertainwhen one searcher lelt a terminzrl andanother began using it, but time stampanalysis might allow interested re-searchers to obtain some partially reveal-ing inftrrmation in this regard. A FOR-TRAN program was written to detect andtally all the search sequences and attemptsto view krcation infbrmation. Thirteen dif'-

a b c d e f q h

i9a/OlZt-O=t-:?:eo-Mr? oro I 1' " 9 A / t 2 / 3 L 1 2 . 3 4 - t l 7 0 M I ? 0 . 1 0 I 1"gA/L2/31 t2 34- rL 10 Mr? o 60 I z

111

ll1o01

t0oo

' 9 4 / 7 2 / 3 1 t 2 4 4 . 5 5 . 9 0 M 1 7 o . r o9 4 / 1 2 / 3 1 1 2 . 4 5 - 3 3 2 0 M r 7 0 . 0 09 4 / 1 2 / 3 ! 1 2 4 5 . 3 3 3 0 M r ? 0 . 8 0

' 9 4 / 1 2 / 3 1 t z 4 1 . 3 t . 2 0 M 1 7 o . r o9 4 / L 2 / 3 t 1 2 4 8 . 0 0 3 0 M r 7 0 . I 09 4 / 1 2 / 3 1 1 2 . 4 4 . O O 9 0 M r ? 0 . 8 09 4 / t 2 / 3 I 1 2 . 4 A . O 2 . 2 0 M r 7 0 . 8 09 4 / 1 2 / 3 1 t 2 . 4 4 . 0 3 . 5 0 M r 7 0 . 1 09 4 / 1 2 / 3 1 t 2 - 5 O 2 1 . 3 0 M r 7 0 . 2 0

' 9 4 / 1 2 / 3 1 1 5 . s ? r 3 . 9 0 M T ? o . 6 09 4 / 1 2 / 3 1 ! 5 5 ? 1 5 . 1 0 M I ? 0 . 1 09 4 / 1 2 / 3 1 L 5 . 5 1 1 5 . r 0 M r ? 0 . r 09 4 / 1 2 / 3 t 1 5 . 5 4 0 0 . 1 0 M r 7 0 . r 0

-o o F s ilGTNEES STLTEK-SC,I

O O T 5A HGIilEERS SruITTX-NOSCOPE.3O O F T i lGINEES SWLTTK -SC.IS

0 E s SWLTEK-SC. IO T SA SWLTTK_NOSCOPE,30 E T SWLT&N -SC, IS

0 0 F s s w L T & ( - N ! , lO O T SA SWITNK_NOSCOPE,3

4 2 O F T S W L T T K - r L , 1 S2 0 O S 3 - 2 2 - , 1

2 O S 1 - 2 - , 11 0 f 2-ruL,5

0 F T A U T O C N - S C , I So s 1 - 6 - , 10 s 1 9 - , 10 DrsP 19 -SC

00

L 2

2 555o

I ( I l) Zerc+il subj@t sarcb s@ped to sfrch w instnrcron (SC=SIU, Cabondale), ( I 2) @nvefird b ErGhit "s6" rcftre@ s@h (allothority file sarches are non-iGututid slElfic) (l 3) @nvded b aro-htt title ketyord s€rch

2 Zero-hit subjd srch @nvened b l2-hit title keyword srch wped for schmg one institutio (SC)3 Sme swch a (2) s@ped b searcb all iNfitulim The H t.metim links b locatlon hfoMim for multi-iNituti@

sach 6ulb S ttmactioB with multiple hits r6ult in short displays, md th6e with sngle hrts result in firll disllays4 . A smgle-iNitution (SC) title keword srch for which one of 26 rrurds wd tully displayed (S I 9) ed

Itr*ed (DISP 19)F=(6ndinitial€ sch); T{initiab autlDrity ftle sch); S=(show bibliographic r@rd(s)); DISP{link to luion infomioq DISP dm not re-sult in a hit M so 0 on DISP rmsdN 6 nomal); H=(link to l@tl@ nfomhon for srch6 sp€d to multiple iNitutio$)a) d*, b) time; c) bminal d; d) r6poN !rc; e) # of B@l@ opeE 06; 0 # of ndex ffiies sched, g) # of mcafc in s@h; h) # of hits;i) efror hditu; j) Euecli@ text

Figure l. Time and Terminal Sorted Sample of Transaction Logs

2t6/ LRTS . 40(S) . WyIy

TABLE ISsent;H TYPES AND AccEss Poruts

Search Tl,pe MARC Record Access Points Searched

I authority-based corporate luthor

2 corporate author keyword

3. authority-based author

4. author (automatic truncation)

5 author+title keyword

6. series title (automatic truncation)

7 exact phrase title

tl title kelvord

9. title keyword automatically suhstitutedlbr lail6d subject

10. subject headings anrVor subheadings

11. authority-based subject

12. miscel . laneous (e.q. , ISSN, ISBN,ilccesslon numher.,

13. undetermined authoritv-basedderived {iom retrieved'record

02fJ, 110, trr,240, 4r0,4rr,610, 611, 693,694, 7 10, 7 ll, 7 15, 730, 810, 811

02rJ, 110, t I t ,240,410,4Lr,610, 6II , 693,694, 7r0, 7rr, 7r5, 810, 811

02fJ, 100, 110, 111, 130,240,700,705,7t0,7 11, 7 15, 730, 240, 400, 4r0, 4II, 800, 810, 811

028, 100, 110, 111, r30,240,700,705,710,7r1,, 7t5, 730, 240, 400, 4r0, 411, 800, 8r0, 811

028, 100, l l0, 11I, 130,240, 700,705,71o,7t1,7r5,730, 240,400, 410, 41 1, 800, 810,

8ll, +245,246,247,653

440,490 ({br {irst sub{ield = 0), tt30,840

245,246,247,653

245,246,247,653

245,246,247,653

052, 600, 610, 611, 630, 650, 651, 690, 691,692, 693,694, 695

052,600,610, 611, 630, 650, 651, 690, 691,692, 693, 694,695

020,022

could be any of:rbove authority-based options

l'erent search types were detected, asshown in table L The raw and sorted datawere compressed and archived for addi-tional anaiysis and lbr sharing with otherresearchers.

Seuprruc

Kaske (l9ti,fJ, 1991) has reported on thevariability o{ search types in online cata-logs across time periods in academic insti-tutions and has encouraged analysis ofen-tire transaction populations. Howeveldue to problems with very large data sets,sampling was used for this study. Kaske'.sconcerns were taken into account by p"y-ing attention to use cycles in the samplingprocedure. The large Mainframe Inter-lace to Libraries Online (MILO) installa-tiun $pically produces over I40,000transactions on a high-use day during the

semester. This is a peak rate that is roughlymaintained by system limitations, and thepeak is fbirly'consistently reached on se-mester weekdays.

Because the availability ol'MILO hasbeen greatest most recently, the samplewas limited to 1994. The data could onlybe sampled based on time. However, theinterest'was not in sampling based on timeso much as sampling based on the lowestunit of analvsis. the transaction. The sam-pling technique needed to allow everytransaction an equal chance of being cho-sen lirr analysis. Randomly samplingacross the 365 days ol the year meant thatany transaction would have an erlual n:365chance ofbeing chosen. However, the dis-tribution oftransactions per day across thedays of'the year was extremely nonnorm al.Thus, a purely random sample based ontime might not have a representative

LRTS o 40(3) . From Access Points to Materials /2I7

number of transactions fi<lm low-use,high-use, semester, or non-semester days.According to Kaske (f988), the failure ofa purely random sample to be truly repre-sentative might be significant, becausesearch methods vary with levels of use.The sampling method had to irssure anoverall representative sample in this po-tentially diverse population <tf days.

Five subpopulations were chosen liom1994: high transaction-count semesterday.s, low .seme.ster, high non-semester,krw non-semester, and exceptionally krwtransaction-count days having bel<lw10,000 transactions. The latter weremostly lxrlidays in Illinois' institutions.The division between semester and mrn-semester neriods was based on the datarather thajn on an academic calendar be-cause a number of academic calendars eueat work in the ILCSO system. The &vi-sions were made on days when transactit;ncounts I'ell to non-semester norms and didnot rise again until the next semester, orvice versa. Within the semester and non-semester subpopulations, Iurther divi-sions were made between high-count daysand low-count days. For the semester pe-riods, the division between high and krwdays was made at 120,000 transactions andseemed rather clear-cut. For the non-semester periods, the division betweenhigh and low was less obvious but placedat 40,000 transactions. Given these divi-sions, 111 dirys were high semester days.One-hundred-thirteen days were low se-mester days. Ninety<rne days were highnon-semester days. Forty-two days werekrw non-semester days. And 8 days were

extreme lows. Altogether these latter 8days only totaled 40,714 transactions andwere all included in the sample ratherthan have a very weak intra-type samplefor what might be an interesting sub-population. In the other categories, ran-dom sampling in each category selectedt high semester transaction-c<runt days, 9krw semester, 8 high non-semester, and 4low non-semester. This total of 30 dayswas roughly in proportion to thellI:113:91:42 split of the total populationof day types.

The sample contained a total of2,6tt9,396 transactions out of33,386,2u6 transactions in 1994, ortl.06%o <tl' all transactions. The samplecontained transactions lrom the di{I'er-ent semester/non-semester and hich,/krw transaction count days in the pro-portions shown in table 2. Except lirr.skewing cau.sed by the inclusion of all ofthe extreme low days, this random sam-pling within subpopulations resulted ina fairly representative overall sample.The extreme low transaction count dayswere over-reDresented but were such asmall portioi of the total sample thatthey could not significantly alter theoverall results. Including the low countdays at this level was worthwhile simplyto all<rw comparison.s of intere.sting day-type distinctions that might emerge.

Tsn MILO Snlncu ENvTRoNMENT

The author of this study examined trans-action krgs that recorded the use of MILOby searchers of the catalogs of the 45 uni-

TABLE 2

TRANSACTIoNS IN STRATIFIED SAMPLE FROM 1994

DtysN=38

(N=365)

Srmple 7o of Poyt o/o ofTransaclions Transactions

N=2,689,396 N=33,386,286

High-count semester days

krw-count semester days

High-count non-semester days

Low-count non-seme.ster days

Extreme low-count days

e (111)

I (113)

8 (e1)4 (4r \

fJ (8)

46 59

2 7 U 3

21.30

2.77

r .51

46 89

29 68

20.44

2.87

0. 12

2I8/ LRTS . 40(3) . Wyly

versities, colleges, and community crrl-

author access and {'uller bibliographic ac-cess lor more recently acrluired materials.Though precise dates vary hy institution.most'maierials within ILCSO have been

Searchers using the lirrmer access pointsretrieved more records and had greaterchances of successlully lul{illing theirneeds inso{'ar as those needs might be met

ILCSO institutions.

the catalog. MILO allows linking lrom a

record in ih" f'sn clatabase to the hold-inps and circulation in{irrmatirrn in LCS.

These links must be made if a searcher is

to obtain the krcation and circulationstatus of an item lound by searc'hing FBR.

AII linking hetween an FBR record andthe associated LCS record is recorded as

a transaction in the separately maintainedtransacti<>n logs ftrr transactions tlccurringthrough the MILO inter{'ace. From thesel,,gf.d linking ac'tions, the TLA sof'tware*iitt"t lor this research traced hack trr

discover the types <r{ searches that re-trieved the original records.

Many non-ILCSO librar-ies also have

recordsin FBR; a total of over tt00 librar-ies throughout the state of Illinois arerepresented at varying levels in FBR. Oneciln use MILO t<r search lirr non-ILCSOmaterials contained in FBR. Upon {inding

a record {iom such a non-ILCSO institu-

t ion, ir searcher who attempts to obtainIocation inl irrmation can determine l lnly

which libraries hold the item but neitherthe call number nor the circulation in-lirrmation at non-ILCSO libraries. The

retrieval of any krcation inlirrmation by

ILCSO searchers of non-ILCSO holdingswas detected as a linking ellbrt in this

TLA.There is a command-mode inter{ace t<r

the FBR database that pr<wides more

mand-mode interlace is available as a by-pass option under the MILO menu sys-

iem. Searches entered in this way are

loqged with the MILO searches and were

thus analyzed litr this study. All MILO-.based senrches are ctlnverted into a set of

command-mode FBR searches. By ana-

lvzing transaction r^etluences it was possi-hle io detect MllO-automated search

tvoes such as automatic uses ol the author-

iirl tiles and automatic conversions of

l'ailed suhiet't searches into title kepvord

searches.'The thirteen search tnles ana-

lvzed are listed in table 1. Call numher

i.nrching takes place directly in LCS and

is therefiire notln the analyzed FBR Lrgs

firr MILO.In the MILO interf'ace, subiect

searches that retrieve no records are con-

verted lirst to searches lirr a subject see

ref'erence in the authority lile and, if that

lails. to title kevword searches. These con-

versions n "

,i ,t "

without noti{ying the

database {irr a valid LC heading. The lbr-

mer is a very common tlccurrence. This

trme o1' convetsitln t>l' attempted suhiect.'.'or"h.. can be detected in the logi hy

detecting specific sequences of transac-

tions, as'ihown in ligule I. In this study, I

treated such c<rnverted searches a^s a spe-

LRTS . 40(3) . From Access Pointsto Matarials /219

cial subject-converted-to-title-ke;uordsearch type.

I also tracked separate categories ofsezuches that were initiated based onauthority file inftrrmation Authority-based author, subject, and corporateauthor searches were separately tracked.A miscellaneous category dealt withrluasi-authority-based searches that rlc-curred due to the system'.s cnpability t<rinitiate a search based on an access pointol'a retrieved record. This crpability existsat any time in command mode bypasslrom MILO. but is onlv available in theMILO interf'ace when a.sublect se:uch hasbeen convertetl into a title search. Thismiscellane<lus category was also used t<rkeep track of other, very rare tnres ol'authority-based searching.such as author-ity-based series title searches and author-ity-based unilirrm title searches. Theauthority-based search categories wereused only when the results of a search inthe authority lile were directly used todrive a search in the bibliographic lileS earches that were actuallv keved in basedon the inftrrmation reacl liornthe author-ity file were not detectable as beingauthority-hasetl searches.

Searchers must conduct their searchvia the subject authority records if theywish to execute exact subject heading andsubheadinc combination searches. Even aprecisely entered heading and subhead-ing combination retrieves record.s thatcontain the elements in any combination.For example, an entered search of"Nutri-tion-Economic aspects" also results inrecords containing a combination of sub-jects such as "Agriculturg-f,91;nlvrnlx i15-pects-Mexico" and "W<rrking class-Mexico-Nutrition." A search executed inthe authority lile to find "Nutrition-Eco-

nomic asnects" could be used t<l drive asearch inihe bibliographic file lirr recordscontaining the exact combination. How-ever, the only access to the authority {ilein MILO occurs when a searcher enters irheading with many subheading combina-tions-51"1l as "Nutrition"-1v1 vThsn asearcher retrieves records through a titlekeyword search as a result of a lailed sub-ject search The def'ault of searching lirrheadings and subheadings in any combi-

nation is sometimes helpful to searchers,but it turns subject searching into phrasesearching in the sub.iect headings and sub-headings. Finally, it should be noted thatMILO tloes not allow keylvord searchingof the sub.iect headings.

The most f'undamental assumption inthis study is the assumption that, gener-ally, searchers intentionerlly decided ttrlink from the display of bibliographic rec-ords to the hrcation in{irrmation in theassociated LCS records. Some unknownnumber of links were no doubt errors <lrconfusions in the use of the interlhcerather than genuine expressions of a de-sire firr krcation information. Through aTLA. there was no wav to determine howoften these unintenti<lnal links occurred.Obtaining such inlirrmation about seilrch-ers' inteniions would be extremely difli-cult to obtain by any means. However, thelinking command keystroke on the menuis clearly labeled as "Location." It mightbe reasonable to assume that such unin-tended actions afllict all types of searchesin roughly erlueJ proportions, so that atleast the proportional el'fbcts on the re-sults have been minimized.

Transaction loqs were available fromOctober 1991, when MILO began opern-tion as an FBWLCS interf'ace. ThoughMILO was not widely used at all ILCSOmember libraries immediately #ter itsimplementation, the system is now verywiilespread, with only the University tif'Illinois at Urbana-Champaign (UIUC)

still running a signilicant number of pub-lic terminals with older interf'aces to FBRwith separate transaction logs. Now evenmost ofUIUC'.s public terminals and all itsremote logins rrn MILO. Note that theintroduction date of MILO does not inany way correspond either with the vary-ing dates on which ILCSO members be-gan creating lull catalog records in_ theFBR database in the 1970s or with datesto which they have conducted retrospec-tive conversions. Also note that onlythose searches conducted throughMILO and through the MILO bypass t<rc<rmmand-mode were analyzed in thisstudy. Other interf'aces to FBR storetheir transacti<ln rec<lrds in separatetransaction logs.

220/ LRTS . 40(3) . Wyly

Aurouerro ANelysls

A FORTRAN log analysis pn)gram re-corded an entry in a data tahle lirr everysearch serluence analyzed. A search se-quence consists olir A search command that drives a

search ol'the bibliographic Iile;. Any automatic conversions <ll'a lailed

subject search to a see-re{'erencesearch and a title keyword search; and,

r All the transactions to display thesearch results and link therntri krca-ti<ln inl'<rrmationA seiuch serluence is ended by the initia-

tion of emother search fiom the same termi-nal. Thirteen search t12es were analyzed asshown in table 1. SomL search tvne.s makedifl'erentuses ol the same accerr p.iitttr 1".g.,title keyword sezuches crrnverted lirrmlailed subiect seerches as cxrmpared tosearcher-initiated title keyword rcarches).ln addition to the search type, each elementin the data table recorded three additionalcharacteristics ofthe searches in any givensearch-type category:. The number of retrieved recrlrds

(hits) between 0 and 1,999, listed inintervals of 1, and a sinl3le category firrgreater than 1,999 hits;The number ol links to location rec-ords firr a given retrieval, between 0and 19, listed in intervals of 1, and asingle category for greater than 19l inks'A display code to reflect the biblio-gnrphic display modes. The displaycotle categ<iy was broken d,,*n int,i'(n) zero-hit searches, i.e., no display;(b) searches with or without linking inwhich only the short display was used;(c) single-hlt searches with or withoutlinking that resulted in an automaticIull hibliographic display firr the sinslehit; (d) searches in whlc.h the searcherchose to {irrce {ull displays of somerecords and in which any linking oc-curred liom those full displays; and(e) cases in which the searcher linkedsome records only displayed in shortIirrm but also chose t<i {iirce lull dis-plays of some records whether linkedor unlinked.It would have been desirable to track

whether a given linked record was linkedfrom a lull or short bibliographic display,but the unit of analysis wai the entiresearch-displayJink serluence rather thanlndividual hits. Therelbre, some compro-mises had to be made in recording thedisplay $pe used when a searcher linkedfrom mixed display qrpes. A future analy-sis might treat each hit as the unit ol'analysis. The short display includesauthor, title, and publication date. The fulldisplay includes all the elements of theMARC record typically displayed in on-line catalog full displays (i.e., tttle, author,notes, physical description, publicationinfirrmation, subject headings, standardnumbers, continuation notes, etc.).

Recorded transactions in the logs nl-krwed all these characteristics of a givensearch serluence to be determined. Be-cause it is possible lilr a searcher in com-mand mode to restore the immediatelypreceding search. this study treated thlrestorati<ln of a previ<lus search result as anew search identical to the old searchrather than as a continuation of the pre-vious displaying and linking sequence.

Having assembled a 13 x 2,001 x2I x5(search-g'pe x hits x links x display-code)table that contained the tallies lbr anygiven run of transaction krgs, the table wasanalyzed hy the same program that wasusecl to extract the tallies liom the trans-action logs

The program was run to analyze all 38sample days indiviclually and then to ana-lyze collectively the high-count and low-count sample days lirr semester and non-semester periods as well aus the extremelow-count days Finally, the program wasrun against all38 days as awhble to assem-ble the overall results that are the mainfircus of this report on the research.

FtNorNcs

Clessrcer- TLA Rnsurrs

The analysis extracted typical in{irrmationab<lut searchers' uses of various searchtypes and access points. Although the {o-cus of'the present study was on the loggeddecisions hy searchers t() link to locationinlirrmation, the qeneral results are ol'-f'ered here lirr crrmparative purposes.

LRTS o a0Q) o From Access points to Materials /22I

Figure 2. (A) Non-Zero Hit searches by Type as a percentage ofAll N.n-Zero Hit searches; (B)Searches by T12e as a percentage of all'searches

types had the most or least zero hits. Forexample, zero-hit seeuches were verycommon lbr .subiect .searchers usin{ con-t_rolled vocabuiary. Subiect searchesdropped liom ,rvei 21.2vo'ol' all searchesto under l4.5Vo <tI'irll searches that re-tr ieved ()ne ()r m()re i tems, i .e. n()n-zen)hit searches. This drop results liom thenearly 70Vo of such sealrches that retrieveno records as shown in {igure 3. However,even in MILO, whic.h automatically

EEi! f g€g E El - '

5 '58€ 'Eqvn:u .€E i ' Ff b t s> , s v

€E

ONon-Zero Hit0.1=aa2,a$)

lAll Searches(N=7es,810)

222/ LRTS . 40(3) . W!/l!l

100.0%

9O.ff/o

80 0%

70.0%

60 0%

50.o%

400%

30.0%

20 00

10.0plo

ooo) / : F o 9 9 9 6EEEEEFEFSa s = ' E E v *6 6 U ;O o p < q E e6 i ?

JF- i - C v

Ei€

Figure 3. Percentage of Each Search Type Resulting in Non-7'enr Hits

searches firr see relerences in the author-

ity file and-f ailing to lind any-then cttn-

verts f'ailed subleci searches into title key-

wrrd searches, these converted topical

title keyr,vord searches also dropped from

13.7% of all se'arches to l2.4%o <ttr.<tn-zer<t

hit searches. The shifts in proportionwhen comparing all searches to non-zertrhit searchJs weie towards title keyword,author, and authority-b'ased subject

searching rather than towards l'ailed sub-

LRTS c 40(3) . From Access Poi'nts to Materials /223

was and how olten it retrieved one ormore recrlrds.

ever that only about 0.4Vo ol all searcheswere series title searches.

Subject searching is dealt with in thesecond and more important scatter phe-nomenon among the sample subpopula-tions. In Iigure 4, one of the search gryeswith significant scatter is the undi{I'eren-tiated authority-hased search qpe that re-sults lrom searchers' ability to use thelields of one record to initiate a newsenrch for other rec<lrds containing iden-tical access points. This tpre ofsearchingis probably dominated by subject search-infi because the option is only presentedto users who have had a subiect searchautomatically converted to a tiile keywordsearch. However, this assumption cannotbe definitively tested. Nevertheless, the

difl'erent subpopulations. In all of thesecases, the higheat link rates occurred dur-ing semester periods. At lirst this mightnot seem particularly interesting giventhat we might expect subject searching ttrbe relatively more prevalent during se-mesters. However, this is a graph not ofthe volume of linking {br a particular $peof search compared to all linking; rather,it is only the number of links per non-zer<rsearch ofthe specilic type. Thus, lor thesuhject searching that was done duringthe non-semestei periods, the lretluencywith which the search results were linkedto krcation infirrmation was lower thanduring the semester peri<lds. In otherwords, subiect searches were not only less{iequently used by the $pes ofsearcherswho utilized the catalog during non-se-mester periods, subject searches were als<rless successlul when they were used, inso-

l,,ij;r;. r"""".. is measured by linking deci-

ticular access points, directly addressingthe {irst of the two research rluestions

FuNolunNur- NEw TIA REsuLTs

The most lundamental measure ofleredby this study is presented in figures 4 and5. Both ligures contain plots ofthe varioussubpopulations as well as the results lirrthe overall sample. The overall sample ispkrtted as a bar and the subpopulations asscatter graphs. One measure of the valueof various access points-which considersthe average number of links to locationin{irrmation that were made firr each non-7911; 5s21sh-is pkrtted in figure 4. Thisaddresses the {irst research questionabout the value of records in a retrieval.set. We see that subiect searches resultedin more linked rec<lrds ner non-zero hitsearch than any other seirch q.pe, includ-ing "converted" subject searches, author-ity-based subject searching that resultedIr<lm "see" ref'erences, and searches onlarge headings that resulted in a display ofsubheading combinations by MILO.When searchers and catalogers werespeaking the same suhject language lromthe outset, the results were best, as meas-ured by quantities oI linking decisions.When searchers relied on writers to revealtopics in their titles, the number of linkedrecords for the retrieved sets dropped.When authority-based subiect cnrss reler-encing was used to try to redirect search-ers, they linked f'ewer of the resulting rec-ords as they were lorced away {iom theoriginzrl articulation of their rluery

When exirmininc the scatter of the dil'-f'erent subpopulations in ligure 4, two no-ticeable characteristics emerge. First, se-ries title searching was very help{ul {irrnon-semester searchers in terms of theirlink rate, and in contrast, this type of'searching had a very krw link rate lirr se-mester searchers and searchers on ex-treme low-count days. The problems withseries title searches are not surprising, butthe extreme dill'erentiation in link ratesbetween high-use and low-use periodssuggests that searchers who dominateduring high-use academic cycles needhelp in knowing when and how to use thisspecial gpe of title searching. Note how-

tr Overall Sample

r High SemesterDays

o Low SemesterDays

o HighNon-Semester Days

o LowNon-Semester Days

x Extreme Low

1 .8

224/ LRTS . 40(3) . Wyly

Figure 4. Average Links per Non-Zero Search by Search Tlpe

P , q gv d

I

3 bj ; :

i . i€ =6 <

hit subiect searches to title keywordsearchei, 29.9vo of all the retrieved re-

cords {or which decisions were made toobtain location inl'trrmation were re-trieved by reling upon the subject head-ings as access points. Subiect searches

were used directly to retrieve 22.0Vo oI

these linked records, lnd7.9Vo were re-

LRTS . 40(3) . From Access Points ttt Materials /225

Figure 5. Percentage of All Unks Made {iom Each Search Type.

On the <rther hand, over 65Vo <>I alllinked records were retrieved by search-ers using the author and titl e lields. 45 9Eowere retrieved by using the title or seriestitle access points, 13.87o by using theauth<lr or corporate author lields, andabout 5.67o by using both the title and anauthor lield. Given that the ability to {indmaterial via author and title searchin[ inMILO is enhanced by the greater histori-cal c<)veraqe of those indexes, this 6570

figure is almost certainly inllated. It wouldlikely be smaller in a homogenous data-base in which all records had all types ofaccess points. However, even at the s<lme-what underrepresented ligure of 29.9Vo,the value of the controlled vocabularysubject access points {or MILO searchersis very high. Perhaps having this infirma-tion c'an be of's<,me help toiechnical serv-ices manatlers as an indication of howsearchers use ilccess Doints to lind mate-

EOverall Sample

r High SemesterDays

o Low SemesterDays

o High Non-Semester Days

o LowNon-Semester Days

x Extreme Low

226/ LRTS . 40(3) . Wyly

rials that they believe are wtrrlh examin-

rng.The scattering of subpopulations in

subject access points.

ZER0-HIr, INFORMATION OvnRI-oaP,AND OTIIER SEANCUIN<I PNOSLEI\4S

Figure 6 is similar to ligure 4, b-ut heredata are presented not on the total linkingvolume but on whether any links were

made for a speci{ic search. Some searchgoals are likely to culminate in only one

iink clecisi,,n rather than multiple link de-

cisions, and it is important to present bothperspec'tives on the search types. OverStlEo- ol'a]l non-zero-hit sublet't searcheswere lirllowed by some linklng decisions.

O{ course, zerr>hit searches cannot be

fir l lowetl hy l inklng. and thus the l ink rate

f'alls to L57o lir all attemptetl suhject

communications complexity of' subjectsearching as compared to title searchingand the inaccuiacy of title keyrrordsearching as compared to combinedauthor and title searching. In examiningligure 6, the interactions of all these prob-Iems should be kept in mind.

Having said thit, Iigure 6 provides anew measure ot the relative ease or dilli-c.ulty with which dill'erent access pointsare usedwhenwe cr>nsit lerthe perc'entageofnon-zero hit searches linked by senrchtwe. That new measure is based on the.t-^r"hrrs' indications ol success reflectedin decisions to link to krcation inlorma-

tion. lt will come as little surprise trr publicservice librarians that low linking ratesindicate the relative diflicultyol'corporateauthor and series title searching' Alsrr

tion information. Ol'course, this is par-tially explained by noting that authors.uiches as kn<lwn item searches <ltten

thil to retrieve the desired item due t<r

collection limitations However, it isnoteworthy that if we take non-zero re-

sults as a first indicator ol success, then

lisure 3 shows author searching to besl ' i [ht ly m()re "successIul" than ke]n'vord

ti t ie searching. But in l igure 6' we have

an indication that author searching is

morc pr()ne than topical searching trrpost-retr ieval disapp<tintment in which

ih" s.nrcher tinds th*t the retrieved set

does not ctrntain desired rec<lrds.

LRTS c 40(3) . From Access Pointsto Materials /227

80 0%

7O OYo

60.0Yo

500%

40.0%

30 OYo

Figure 6. (A) Percentage of Linked lbr Non-Zero Hit Searches ofEach Type; (B) Percentage

Linked {br AII Searches of Each Search Tvne.

20 OYo

55

relatively small prop()ftion ol subjectsezuches chosen lirr some linking and il-lustrated in ligure 6. Many subjectsearches do not retrieve any results andthose that do o{ten retrieve results iudgednot worth linking to location infirrmation.However, the data in figure 2 show thatsubiect searches that "succeed" olien re-sulf in decisions to obtain krcation in{irr-mation lirr several items. Zero-hit f'ailurein a single search, which is illustrated

here, is not the equivalent trf .search-ry2elailure. When considered in combination,ligures 2 and 6 illustrate the {act that sub-jet't searching is a clillicult cttmmunic'a-ii.,ns p.,,"rss, hut may be worthwhile lirrsearchers.

228/ LRTS . 40(S) . Wyly

These $pes of kmrwn-item searchingmight be I'ailing because of collection limi-tations, but it might be that many search-ers over-specifi infi)rmation with thesesearch t1pes. Keep in mind, however, thatligure 6 contains no infirrmation abouthow prevalent a search tpre was, so thescope ofthe problem is not as severe as it

sizes were calculated f'or linked and un-linked searches ofall types. Forthe overallsample (excluding z"i i-hit searches), thehit size mode for nll search t)?es-whether linked or unlinked-wai one.This unifirrmiw onlv reveals that f'or bet-ter or worse a ii"gle retrieved record wasthe most comm,in result {br all searchtypes and wils the most common hit sizeto be linked or to be lefi unlinked. Themean number of hits {irr all non-zerosearches and lirr th<lse non-zero serucheswith f'ewer than 2,000 hits is shown intable 3. That table also includes the me-dian number of hits {irr linked. unlinked.and combined linked-and-unlinkeds_earches. For a given search type, IargedifI'erences between the mean hit rir" li,tall non-zero searches and the mean hitsize firr non-zero searches with lewer than

extremely uncertain bnsis firr annlysis be-cause the standard deviations in retrievedset size were very Iarge in all cases. There-lore, it is helplul to compare median hitsizes lirr linked and unlinked retrievedsets to see whether sizeable dill'erencesexist. If a particular search g2e exhlbitedan unusually large unlinked median re-trieved set size, that might indicate that

inlirrmation overload was a problem lirrthe sezuch tl.De because sezuchers werebeing discouraged by set size from obtain-ing location inlbrmation. Further insightinto the in{irrmation overload problem ispossible by taking a higher percentilemeasurement on hit size rather than the50th percentile median. The g0th percen-tile hit sizes firr linked, unlinked, nnd over-all searches of all types are erlso shown intable 3 to alkrw this comparison. The hitnumbers in the 90th percentile qrlumnsol'table 3 rellect the hit sizes that weregreater than or erlual to 907o ol'all searchset sizes lirr a given search t11e. The aimis to discover the search types in whichinfirrmation overkrad posed particularproblems.

In looking at the median hit size li{-ures in table 3, and noticing which search

fies have substantially krwer medians firrlinked, as compared to unlinked, hit sizes,it appears that the only se:uch types pronet<l inlormati<ln overkrad are the corporateauthor search-which is executed as akeyword search by MILO-and the titlekeyword search. None ol'the median hitsizes was lar{er than 20 fbr either linkedor unlinked retrieved sets, and most observ-ers would agree that 20 retrieved recordsdoes not constitute inlilrmation <lverload.Ultimately, however, the inlirrmation inthe median numbers is an indirect ratherthan a direct indicator of the inlbrmationoverload problem. We can only directlysay lirr sure that half the searches notplagued by the zero-hit problem also es-caped inli)rmation overload problems.

However, by lurking at difl'erences be-tween linked and unlinked median hitsizes, indirect infilrmation can be gainedahout the incidence ol inlirrmation over-krad with a given search type because alarqe difl'erence indicates that more largeretrieved sets were unlinked than werelinked At the median level, only the cor-porate author kepvord and, possibly, thetitle keyword searches seem to have dis-played potential infi)rmation overkradproblems. M<lreover, in 4 catagrlries(sublect searches converted to titlekelrl'ord searches; authority-based sub-

.ject searches; authority-based authorsearches; and the miscellaneous author-

LRTS o 40(3) o From Access Points to Materials /229

TABLE 3Srzn or Nou-Zencl RETRIEVED Rnconp Sers sy Ssencu TypE AND LINKED Surus

Median Hit Size 90th Perccntilc Hit Sizo

Mean HitsMean Hits (Non-Zero

Search Type (Non-Zero) <20(X)) Linked Unlinked Toral Linked Unlinked T<rtal

Authority/ 69 ICorp. Auth

Corp. Auth. 247.4

Authoritv/ 29 8Author'

Author 61 8

Audr./Title 49

Ser. Title 90 7

Exact Title 5.{J

KW Title 116.8

KWT as 549Subject

Subject 90 7

Authority/ 66 7Subjecf

Misc. 12 |

Authoritv/ 52 3Undeteinined

Totals 749

51,6 19

rr20 t2zJ.D t)

45.2 8

4 9 I

u1.5 l9

5 8 I

52.6 3

4063 8

64.5 1{J

O Z . I D

5 6 l

40.3 6

446 4

19

19

8

z

16

z

7

5

1uz

I

3

n

19 93 118 I18

l7 151

5 4 6

665

48

436

47

8

I

l6.l

A

b

18

3

I

5

D.J

o

r25e

D I

72

L29

118

J

77

bJ

I7L 9216 ft

258 2IIl{J 10

346 I20r20 87

180 t52166 r37

8 3116 96

I0 l183

ity-based searches, mostly derived Iiomretrieved records and probably mostlycrrnsisted of subject searches, the medianhit size was actually larger lirr the linkedretrieved sets than {or the unlinked sets.Based on the median data, searchers ap-pear to have pref'erred larger retrievedsets lor those search $pes, at least up to apoint, and at least half ol these searchersseem more likely to have been retrievingtrxr I'ew records rather than t(x) many.

This infi)rmation is relevant to citakrgdesign, but it may have even more rele-vance Iirr decisions arbout collection build-ing. As will be seen during considerationof the 90th percentile hit size figures,there is a point with all search types atwhich retrieved sets can become too largeand the likelihrxrd ol'linking decrease.s;but, what is lascinating is that these rluan-titative data also suggest that there is apoint with certain search rypes at whichretrieved sets can become to<> small and,

once again, the likelihood of linking de-creases. Note that the median retrievedset size is markedly lower firr authority-based subiect searches than lbr generalsubject searches; this is so partly becauseauthority-based searches in MILO searchonly {or precise subject heading and sub-heading combinations or subject headingsstanding alone, whereas general subjectsearches search {i)r any occurrence ol sub-

.ject headings or subheatlings in any com-bination.

Turnin{ to a consideration ofthe 90thpercentile retrieved set size in table 3,iome interesting insights emerge. For allsearch qles, the unlinked 90th percentilehit sizes are larger than the linked; beyrnda certain number of hits. there was anobvious pref'erence firr smaller retrievedsets when making decisions to locate someitems. This is in accord with Larson'.sanalysis. H<lwever, there are importantsubtleties that should be mrted in the data.

230/ LRTS . 40(s) . Wyly

First, there were some very I'arge re-

trieved set sizes about which searcherswere willing to make some judgments.

Because MiLO,i l l , ,*. results fobe s<trted

L(l%o <>l all linked subject seiuches re-

trieved more than 129 records and that

ll\Vo of all linked authority-ber^sed subiect

searches retrieved more than lltl records'

Ten percent ot all suhiect seuc'hes that

were converted to title ke;Tvord searches

and subse<luently linked retrieved more

than 72 records.Still more inlirrmative is the compari-

s()n, among lll search $'1es, between

linked and unlinked records :rt the 90thpercentile of hit sizes. Where the propor-iional dlfi'erences are smirll between

linked and unlinked 90th percentiles, in-

lirrmation overkrad aPpears not to have

been a signilit'ant problem, except, per-

lraps, Iirr ih.rse retrilevals ol'very large sets

,rf^records that constituted less than 107o

r>f retriev'al sets. The most noteworthy

search t'ypes retrievetl 129 and llu rec-

ords resplt'tively. The relative c'loseness

of these iwo setsirl'numbers, as compared

searches were stlmewhat more likely to

discourage searchers with large search

sets, buf .the

problem was not nearly s<r

severe ils it wtx with general title kepvord

searching, author searching, series title

searching, and especially corPorate

author kepvord searching.

Usn or BrnlrocnenucDrsru.lY Moons

Findin11s regarding the relationships

amontl search ty'pe, hibliographic recortl

tlisnlay choices,-Jnd subserluent det'isions

to iinf t,, location inlirrmition are lirund

in ligure 7. Note how o{ien the use of a

uiven display mttde lor the results of a

riven search tyTe was lirllowed by a deci-

r;i ,n to link to i<lcation inlirrmation. There

various display modes but only presents

the likelihu,ti that, when used, a given

tlisnlay motle will be {irll<rwed by a linking

,l".li.ii,t . Figure 7 can he taken as an illus-

tration of the efl'ect of obtaining more

hibliographic data upon suhsetluent tleci-

sions io ohtain ltlcati<rn 'nt' tt**1i.tn' Frlr

the lull bihliogrlphic display -increasedthe likelihtxrd ol'a suhserluent tlecision ttr

also obtain location infirrmatittn' For

other search tyrres (i.e.' exact phrase title,

combined nuihitt-,,nd-title, and standard

numher), a decision tt> display a f'ull rec-

ord seems to have been an indication that

the searcher doubted whether an item

matched a known-item need and was

LRTS . 40(3) o FromAccassPointstoMaterials /23I

tr % of Short Display LinkedI % of Auto Full Display Linked@ o% of User-Forced Full Displav Linked

Figure 7. Linking to Location In{irrmation vs. Display Mode and Search T1pe.

90.ovo

80.0%

70 oyo

60.0Yo

50 OYo

40 Oo/o

30.0%

20 DYo

to oyo

00%

hit re.sult lor a broader search (e.q., asubiect search that results in an automaticl'ull'display) was unlikely to be linked t<rIocation information because the rare sin-gle-hit retrieval in a subject search of aleuge collection is unlikely to irddress aneed.

See figure fl for inlirrmation regardingthe actual number of link decisions madefrom each display mode; infirrmation thatis excluded {iom {igure 7. The distinction

between the in{irrmation content of thetwo ligures should be carelully main-tained. Figure 7 can be used to illustratethe efl'ects ol'obtainins additional biblio-graphic infirrmation .rn linking decisions.Figure t3 cannot be used this way becauseit illustrates the proportion ol all linkingtlone {rom each display mode firr eachsearch t1pe, but contains no inlbrmationabout how ofien the disolav mode wasused Figure ll only sewes to illustrate the

o o a t

F F F Sss laq = d

j.EF

v

90.oyo

80.0%

70 0Vo

60.0%

50 OYo

40 OYo

30.OYo

20.oo/o

t0.0yo

0.0Yo

232/ LRTS . 40(3) . WylV

tr% oflinking from Short Display

I % of Linking from Auto Full Display

t % of Linking from User-Forced Full

I % of Linking from Mixed Display

Figure 8. Percentage of All Unks lbr Each Search Type Made {iom Each Display Mode

degree to which various bibliographic dis-plays were used when linking was the endresult. For example, {irr all search resultschosen lbr linking, linking to location in-Iirrmation was based on short displays48.47o <tf the time, on automatic lull dis-plays firr retrievals ofsingle records 30.37oof the time, on user-lorced lull displays17.2Vo o{ the time, and on short displays{irlkrwing krng displays ({rom which linksmight also have been made) 4.IVo of the

time Clearly, searchers relatively seldomchose to obtain additional bibliographicinlirrmation in order to make a decision t<robtain location infirrmation.

CoNcLUsroN

The purpose of this study was to providea richer birse of knowledge fiom which t<rwork in understanding the pr<rcess bywhich searchers communicate with online

LRTS . 40(3) o From Access Points to Materials /ZBJ

cation inf'rrrmation. The lindings can besummarized as lirllows:

r Searches using subiect access nointsconstitutecl SO.eZ, .ifall searchJs anrl22.l%o oI' all non-zero-hit searches.,

o Searcher.s retrieved record.s inSS.6Vo<lf all searches, ranging lrom a low of30.77o |i>r subject searches to a high of95.67o [or authority-ba.sed .subjectsearches.An average of I link to location andcirculation infirrmation was made lirrevery non-zer<l hit search, ran[inqlrom 0.37 links per authority-ba.sericorporate author search t<l 1.56 linksper subject -search directly using thesubject headings.,OI'all linked records, 2g.gvo were re-trieved.by use of the.subject heading.s,45.9Vo by using the title or series titieaccess points, 13.87o by using theauthor or c.orporate auth<lr lields, and5.6Vo hy using both the title andauthor lields.

. Clearly, a s-i6'nilicant pr6p6fti9n 9l'allrelevant record retrievr,li wer. hased onaccess points other than the minimalauthor ?rnd title lields. However, it ise<lually t.lear that tho.se minimirl lieldswere very useful to a large number ofcatalog searchers firr retrievinq a maiorityol'the records.jurlged sullicientiy i nteresi-ing kr warrant linking to krcation inlirrma-

There are indication.s that access

more important than rich description 1irr

There might-be an_important messagein the linding that subieat searching ap-pear.s to have been le.ss succe.s.slul lirrnoir-semester searchers than {ilr semestersearchers. Subject access <lf one kind or

topical searches increases relative to thevolume and value o1' known-item.searc.he.s.

It is interesting that, lirr the infirrma-tion system analyzed here, searchers dur-

advancing levels of academic inr1uiry.N<ln-semester searchers' l<lwer suc-

ces-s rates might be a message about theutility of online catalogs andirther inlirr-

While the data in this study, and par-tic'ularly-in ligure 6, ofl'er orrly-<rne mlas-ure of the difficulty and eaie of use ofaccess points, the-reality is that all types ofaccess come with c<lnstraints, includingconstraints of the collection. We do noiknow to what extent subject searching ishampered by collection'constraints. \4/e

must look at the searchers and their inter-actions with the records in many di{I'erentways to understand the constraints anddifliculties, but we should be carelul notto assume that dilliculties in access pointutilization necessarily indicate a lac.k r,1'usefulness ofthose access points.

Ease of use is not the only indicator ofthe utility of a given access point. Anotherway oI'stating this is that dilliculty in utili-zation (i.e., {'ailure in a given single r1uery)is not the only indicator ofsuccess rates inthe total utilization of an access point.Failure of a particular rluerythrough zero-hit sets or inlirrmation overload is a natu-ral part of the communication process inthe overall search.

Communication depends on this I'eed-back pnrcess. We should he carelul not t<rstifle communication with the catakrg bydesigning in assumptions about what thecatalog should say to the searcher. Some-times it is very important {irr the catakrgto communicate the large number ol'rec-ords related to a qiven search.

The median and 90th oercentile hitsize numhers in tahle 3 raise serious <1ues-tions about how concerned we should bewith the inlirrmation overload problem inaccess point utilization. These figures in-dicate that we should not make sweepingassumptions about what constitutes in{irr-mation overload firr searchers. While thedata give no indication of how well search-ers were ultimately served by retrieval setsof varying sizes, the willingness to obtainIocation inlirrmation lbr varying retrievalset sizes suggests that searchers were notimmediately def'eated by inlirrmationoverkrad problems as we might have ex-nected.

A caveat about this analysis: Searcherscan use an online catalog to find sometlpes of useful inlbrmation without need-ins to link to krcation infbrmation. This isthi case, Iirr example, when bibliographicinlirrmation is needed to clarify a citation.These 'are common uses of catalogs, and Iwas not able to detect and report such hitsas "successes." It is not sale t<l assume thatthis problem alllicts all search strategiesequally. In traditional krcal usage, .subjectsearches seem much less likely to be putto this use. Moreover, it is also becoming

more common lirr the Internet-accessiblecatalogs of large academic libraries to besearched by nonborrowers who tum toother borrowing sources and so do n<lt linkto location infijrmation but only use thecatalog as a guide to the extant literature.In this study, I made no attempt to esti-mate the number of searches that do notnecessitate linking to location infbrmationas pzrt ol the iniirrmation-seeking proc-ess. Because a major aim of the study isthe determination ol the relative value ofvarious access points, this is an un{brtu-nate, though pr?rbably minor, limitation.

Systems designers must not only seekto help the searcher interact with the cata-k,g as Wiberley, Daugherty, andDanowski (1989, 1995), Hickey (1990),and Prabha (1990) suggest. Systems de-signers must also be caref'ul not to get inthe way of a communication pr<lcess thatnecessarily involves f'eedback (even iI'thatIeedback kxrks like f'ailure). Transactionlogs must be investigated with a subtleunderstanding of the c<lmmunicationprocesses they reflect. Designers need tounderstand that what appears to be infirr-mation overload is ofien a matter of thesystem informing the searcher about thenature of its content. S<lme searchers willtake the first f'ew postings {iom the systemand declare their search a success. Somesearchers will take the leedback and un-derstand that they can potentially entermore specific searches to match their in-terests more closely.

While a decision to retrieve locationinlormation is not an indication of ulti-mate success in the infbrmation retrievalprocess, providing inlirrmation that {lcili-tates that decision can improve the proc-ess Therelbre, the data in this study canbe taken as a useful guide to how accesspoints serve searchers.

Wonxs Crrto

Atlrerton, Pauline, and others l978.Books arefor use: Final report of the Subject AccessPro.ject to the Cou.ncil on Libranl Re-sorrces Syracuse, N Y.: School of Infbr-mation Studies, Syracuse University

Ballard, Terry. 1994. Comparative searchingstyles ol patrons and stal|. Li.branl re-sou.rces Ct techni.cal sensices 38: 293-305

LRTS . 40(3) o From Access Poi.nts to Materials /235

Barrett, Beverly, and Margaret Maticka. 1989.An analysis of user failure in subjectsearclring ln Carbuge in-garbuge otfi:Tha need flir qu.ality in the age of uttomn-tion: Proceedings ofthe Australian Libraryund lnformation Association NationalCutaloging Conference, ed A. Bundy and

J. Bundy, 3lJ-49 Adelaide: Auslib Press.

Borgman, Christine L 1986 Why are onlinecatalogs hard to use? Lessons learned lrominlbrmation retrieval stvJies. Jotrnul ofthe American Sociefu for Information Sci-ence 37:387-400

Charbonneau, Gary 19B6 A comparison ofrates of patr<>n utilization of library mate-rials receiving originril cataloging iurd ma-terials receiving copy cataloging Collec-tion mttnagement 8, no. l:25-32.

Drabenstott, Karen Markey, and Diane Viz-ine-Goetz. \994 Using srillect heudings

for online retriersal: Theonl, practice, anclpotenti.ul New York: Academic.

Frost, Carolyn O. 1989 Title words as entryvocabulary to LCSH: Correlation bebreenassigned LCSH terms and derived termsliom titles in bibliographic records withimplications lor subject access in onlinecatalo gs. C ut uI o ging ds clus s ifi.cati on q uur-terly I0, nos. 1/2: I65-7U.

Hancock-Beaulieu, Micheline, Lorna McKen-zie, and Avril Irving 1991. Eaaluatioe pro-tocols for searching behuoiour in onlinelibruryl cataloguas, British Library Re-search ald Development report no 6031.London: British Library Research and De-velopment Dep:rrtment.

Hickey, Thomas B , and Chandra G. Prabha1990 Online public catalogs and large re-trievals: Methods Ibr organizing, reducing,and displaying. ASIS

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the 53ru1 Annu.al Meeti.ng of tha AmericunSociety fiir lnformution Science 27: LI}-t6.

Hunter, Rhonda N 1991. Successes and fail-ures of patrons searching the online cata-log at :r large academic library: A transac-tion log analysis RQ 30: 395-402

Kalin, Sally W 1991 The searching behavior<>f remote users: A studv of one nublicact'ess catllrg. ASIS

'9J: Procterliig ,,f

the 54th Anmtal Meeti.ng tf the AmericunSocietrl for Information Science 28: I78-85.

Kaske, Neal K 1988. The variability and inten-sity over time of subject searching in anonline cltalog lnformation technologtland libraries 7: 273-87

1991. The variabilitv of subiectsearclring in an online catalog over an acir-

demic year. In lnterfaces for informationretrieoul und online sustertus: The state oftha art, erJ. Martin Dillon, 191-205 West-port, Conn : Greenwood.

t ransact ion Lrg analysis: Issues, r luest ions,and a proposed mct,)el. Library hi tech ll,no. 2: 79-86

Kaske, Neal K , and Nancy P Sanders 19fJ3A comprehensioe shuly of online cataktgs:An ooeraieu and upplication of flndlngs.Final report to the Council on Library Re-sources, vol. 3 Dublin, Ohio: OCLC On-line Computer Library Center, O{lice ofResearch.

Knutson, Gunnar l9lJ6 Does the catalog rec-ord make a dillerence? Access points andbook use. College l: researchlibraries 47:460-69.

1991. Subject enhancement: Reporton arr experimert College b research li-brurNas 5:Zi r]J- lV.

Kurth, Martin. 1993. The limits and limita-tiorrs oI transaction log analy.sis . Libranl hitech lI:98-104.

Larson, Ray R. 199I. The decline of subjectsearching: Long-term trends and patternsof index use in an online catalog. Journalof the Americun Sociefil for InformationScience 42: I97-2Ls

Markey, Karen 1983. Online cataloguse: Re-xilts ofntraeys andfocus grotryt inten:ierosin seoeral libraries. Final report to theCouncil on Library Resources, v 2. Dub-lin, Ohio; OCLC Online Computer Li-brary Center, OIlice of Research.

1984 Subject searching in librarllcutalogs: Before untl ufter the i'ntroductionof online catalogs. OCLC Library, Inlor-mation. and Computer Science Series, 4DubLn, Ohio: OCLC Online ComputerLibrary Center

Marner, fonathan C 1993 Measuring the suc-cess of keyword search strategy in an on-Iirre catalog. Techni.cul s eruices qtt urte rly1 1 , n o . 2 : 1 - 1 1

Nielseu, Brian. 19{JG What tliey say they doand wl.rat they do: Assessing online cataloguse instruction thrtlugh transaction moni-t<>ring lnformation ti chnolo gy antl librar-ies 5:28-34.

Peters, Thomas A. 1993. The history and de-velopment of transactiou log analysis L!hraru hi tech Il, no. 2: 41-66.

Peters, ihomas A., Neal K. Kaske, and MartinKurth. 1993. Transaction log analysis. Li-brary hi tech bibltograpfiy 8: 151-83.

Peters. Thomas A . and Martin Kurth. 1991.Controlled and uncontrolled vocabulary

236/ LRTS . 40(3) . Wyl!.l

subiect searihing in an academic_ library

online catakrg. Informntion teahnologrlnnd librorias l0: 201-II.

Prahha, Chandra G 1990. Improving the qual-ity and usability of large-retrievals Na-tionul Online Meeting, lLth, 339-44

Tolle, folrn E. 19tJ3. Cunent utilizution of on-Iine catulogs : Tran^taction log analy sis. Finalreport to the Ctluncil on Libri'rry Resoutces,rnl. 1 Dublin, Ohio: oCLC Online Com-

puter Library Center, O{Iice of Research

:folti, |ohn E. 1984. Monitoring and evalu-

ation <>{ in{ormation systems via transac-

tion log analysis. ln Raseurch and deaeloTt'

nlent in infonnation retrieoal: Proceedings

of the Joint BCS and, ACM Symposhtm,-ed

C. J. van Rijsbergen, 241-58. Cambridge:

Service No ED 309 775. Chicago: Univer-

sity o{ Illinois-Chicago Library1995. User persistence in displaying

online catalog postings: LUIS. Library ru-

sou.rces Ct technical seraices 39:247-84

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/237

Noles on OperolionsAcquisitions Monogementin Chonging Times

Corol Pills Diedrichs

There can be no dttubt that this is a time of great change for libraries andlibntrians, particuladq those in technicul sentices The management andbusiness literature surrounding the toTtic.s of management and change hasmuch to suggest and recommentl to acqui.sitions managers struggling uithrapirl change. This literature can Ttrooide soffLe insights into hou thosenlanof4ement theories and solutions can be applled to acqui.sitions. Threeconccrns ure arLlre.s.sed here: What are the essential elements of changelHow rln acquisitions mo.nagers lead in this enaironment, particularlq withthose oho report to them? Hoto do acquisitions librarians coTte with change?

rnI- here can be no doubt that this is a

time of great change lor libraries and li-brarians, particularly those in technicalservices. Every acrluisitions managermust f'ace these issues. All need guidanceand encouragement to get through thesetimes, and no one has all the answersH<lwever, the management and businessliterature surrounding the issues of man-agement and change has much to suggestand recommend. This literature can pro-vide s<;me insichts into how those man-agement theoiies and solutions can beapplied to acquisitions.

ln particular, acrluisitions managersare expected to cope with and becomeexpert in new arenas such as documentdelivery copy catakrging, outsourcing,and c<lntract negotiation. New lunctionscan include selecting and downkra&ngthe potential catalog record lrom biblio-graphic utilities at the preorder stage;

completing cataloging on receipt whereadequate copy exists; managing outsour-cing c<rntracts that combine approval pro-{iles, cataloging records, and physicalprocessing; and developing and managingdocument delivery programs that comple-ment the traditional collection develop-ment process.

In the past, acquisitions lircused onkrcating material and recording its bibli-ographic inlormation correctly lbr thevendor rather than the patron. Althoughsearching in a bibliographic utility mayhave been done in the past prior to placingorders, its primary purposes were to de-termine whether the title already existedin the library'.s collection and tri acrluirebibliographic data appropriate to identifythe piece to the supplier. Now, preordersearching is done [irr additional purposes,such as correctly identilying the piece andits previous treatment in the library cata-

Canol PIrrs DIEDRIcHS is Head, Acrluisition Department, Ohio State University Libraries(e-mail: &edrichs.l@osu edu). This paper was originally presented at the ALCTS AcrluisitionsSection preconlerence titled "The Business of Acrluisitions" in Chicago on fune 22-23, lgS5.Manuscript received February 15, 1996; accepted lbr publication March 25, 1996

238/ LRTS . 40(3) o Dierlri.chs

log, or attaching the order lirr a new vol-ume to the {ully cataloged record {irr theentire set where earlier volumes alreadyexist in the library'.s catalog. A corollary tothis searching is determining before usewhether the order record added to thecatalog fbr the ordering lunctkrn will be

Hi,l:"r:rPr *Ur cataloging when the piece

Libreries such as the University oI Cin-cinnati and the University of Kansas havecombined the acnuisitions function withdocument delivery programs. Acrluisi-tions managers are now jointly involvedwith collection managers in determiningwhen to purchase and h<lw to account lirrnn individual work rather than simply ac-rluiring an entire issue firr the collection.

Most acrluisitions librarians lit the de-scription of classic middle managers: theyrepoft to an upper administration but alsohave a number of stall'members reportingt<l them. Change, reorganization, andreengineering often is imposed {romabove. However, by virtue of their posi-tions, acrluisitions librarians must respondto chanqe initiatives liom above as well aslead change elTirrts within their depart-ments. In this paper, I will examine threerluestions:

1. What are the essential elements ofchange?

2. How do acrluisitions managers lead inthis environment, particularly withthose who report to them?

3. How do ac<luisitions librarians copewith change?

Key to answering these rluestions arethe need to understand what the libraryand university administration is d<-ring andwhy, and the need to understand the busi-ness theory surrounding change

EssnNrrlr ELEMENTS oF CHANcE

ExrrnNer- ENVTRONMENT

One of the essential elements of thechange process is becoming aware of theexternal environment. In essence, "man-agers who are g<xrd at creating sustainablechange have arn extensive understandingof the envilrnment surroundinc the busi-ness, where the main threats and oppor-tunities lie" (Clarke f994, 1). From my

experience, there are certainly elementsol the state environment that are drivingc.hange at Ohio State University (OSU).The university has been under heavy lirelrom the media and the governor in par-ticular. The governor, who has a reputa-tion for viewing higher education harshly,actually published an editorial in subur-ban newspapers that serve s()me suburbsof Columbus lambasting sta{f and lacultyin public institutions of higher education{irr being lazy. Diminished state lundingfirr the campus has resulted in departmen-tal restructurings and elimination of pro-grams.

During one budget cycle several yearsago, the OSU Libraries' annual report,which is essentially a report on progressand a request fbr funding, had an entirelynew wrinkle. The libraries were mandatedto produce a report showing budget cutsof 4Vo , 67o , and \Eo. The plan was to indi-cate where the cuts were tt, be taken andwhat impact these cuts would have. Thatportion is f'airly predictable. The newwrinkle was that the plan was to indicatehow the library would reinvest those sav-ings in its own operation to improve serv-ices. Il'the university approved the plan,the libraries would be allowed to keep thesavings to use in the manner indicated inthe plan. If the library relused or f'ailed t<rsubmit a plan indicating ways to cut, theadministration would make the cut {irrthem arnd keep the money. This is an ex-cellent example of a mandate from the"environment" to l<xrk at things with a neweye and reengineer.

For acrluisitions librarians, the exter-nal environment also includes the largerlibrary envirt)nment. For example, atOSU a number ol environmental changeshirve occurrerl. The 25-year-old LCS irn-line catalog was recently replaced by anInnovative Interl'aces, Inc. (III) system.In addition, OSU is a charter member ofthe OhioLlNK Project, which involvesparticipation in a statewide union catalogand patron-initiated circulation through-out the state. Both of these automationactivities created significant changeswithin the library system. The changelrom LCS to III involved a workkrad shiltIrom management oI'the system by the

LRTS o

universitvi svstems stalf to the libraries'automation itrfi. th" university admini-stration also decided, without consultingthe library that the new system, had to becheaper to maintain so that some of thelibraries' alhrcation that was used to sup-nort automation could be returned. Newilemands lrom OhioLINK (or patron-in-itiated circulation meant a commitment to{irrty-eight-hour delivery of materials re-rluested by other.s in the .state. Thi.s in-creased demand resulted in a significantnew workload on circulation antl mail-rrxlm staflls.

OR<;eNrzeuoNAL CAPABTLTTY

A second key element of change is assess-ing the organization's ability to efl'ectchange. Managers must "diagnose [their]organization'.s capability to deliver thekinds ofchanges . . . the marketplace andexternal world demand" (Clarke 1994,25). One of the most dramatic changes fbrtechnical services in the past I'ew years isthe extension of outsourding to c<iver op-erations that have traditionally been donein-house. The best determinant ofwhether members in an organization arecapable of evaluating and making suchchanges is their willingness to test newprocedures and compare in-h<luse costs to<lutsourcecl <lnes.

At OSU, the Acrluisition Departmentand the Catakrging Department served asa beta test site lirr the OCLC Online Com-puter Librruy Center, Inc. (OCLC)PromptCat p()gram. For a period of sev-eral weeks, tapes of short bibliographicrecords lrom the approval vendor weresent to OCLC firr matching against theirdatabase. A nrintout of the records se-lected liom tire OCLC database throughOCLCIs matching algorithm was sent tothe library. These titles were searched inthe OCLC database by OSU stalf to de-termine the record that would have beenselected by OSU cataloging stalf duringusuarl copy catakrging. "Based on a ran-dom sample of 200 brxrks, 182 records(917o) matched one-to-one with thosechosen by OSU" (Rider and Hamilton1996, 12). With the library'.s low approvalleturn rate and high hit rate again.st the

40(3) o Notes on Operations /239

OCLC database firr titles received on ap-proval, the OSU Libraries determinedihat this program would be an efl'ectivemeans firr decreasing the throughput timeftrr one category ofnew receipts. The keypoint here is that the organization has tobe willing to consider changes of this na-ture and evaluate their fbasibility.

Part of organizational capability de-pends on organizational culture, als<rknown as the corrrorate culture.

"Corporate ciltnr"" is the organiza-tional equivalent of the fingerprint, theunirlue identilication of every business interms of its history assumptions, values,and behaviors. Without a {<xrd under-standing ol'the traditions that untlerlie aparticulzu business it is all t(x) easy topropose changes that completely g<ragainst the grain and will therefirre berejected by the body of the organization(Clarke 1994,40).

UNDERSTANDING THECHANGE PROCESS

something akin to a 'fbur-rtxrm apart-ment"' (Phillips 1995, 100). The lirurr<xrms-contentment, denial, confusion,and renewal-are not unlike the phases ofthe grieving process (another explanationoften used lirr the change process). In thecontentment rrxlm, people are comfort-able with what is happening and able ttrkeep things in perspective. People shouldn<lt be moved out of this r<lom unless it isabsolutely necessary Changes that in-volve joh threats or reorganization usuallysend the individual initially into the deninlr<xrm, where they do not accept their situ-ation but appear oblivious to it.

Individuals move into the confusionroom when they own up to their f'ears. Atthis stage, mdividuals I'eel uns#e and in-secure and often lack a cleu sense ofdirection. The onlv wav out of this r<xrmis to accept that this c<inlusion is the onlyway to get to the renewal r<xrm. The indi-viduals in the renewal r<lom are able t<r

24O/ LRTS . 40(3) o Diedrichs

accept the new and begin to experiencethe excitement of positive change. lndi-vitluals remain in the contentment rrxrmuntil the next change arrives, and theprocess recurs (Phillips 1995, 103). Thisexplanation is compelling because it em-phasizes the reality that one never leavesthe apartment itsell one only movesthrough the rooms continuously. "This re-tlects the idea that change is not a down-ward spiral, but a perpetual circle" (Phil-l ips 1995, 100).

How INprvrouALS WrLL Rnect roTHE CHAN(]E PROCESS

In The E.ssence of Change, Liz Clarkeprovides a list ol'thirteen positive re-sponses to change such as enthusiasm,challenge, excitement, reward, fulfill-ment, and new start. She presents thirtynegative responses to change such as f'ear,arxiety, shock, distrust, stress, krss of self'-esteem, depression, insomnia, conllict,mutiny, and personality change (Clarke1994, 7 6). Obviously, it is not very diflicultto dealwith those individuals who respondpositively to change. It is resistance thatposes the greatest problem firr managers.Kanter (1985, 52-56) has articulated theten most common reasons that people re-sist change:

1. They feel aloss of controlbecause theyI'eel powerlessThey {bel excess uncertainty hecausethey don't know what is going to hap-peD next.They {eel surprise because decisionsor re(Iuests have been made withoutappropriate preparation or ground-work.

4. They rluestion {'amiliar routines andhabits (known as the Diflerence Ef-Iect) .They fear that admitting that the waythings were done in the past was llawedand will result in a loss ol lhcc.They are concerned about their {uturecomperence.They {'ear other &sruptions as a resultof this change.They resist an increased workload.They transler p.lst resentments to re-( luests t ( ) r l r something rrew.

l0 They l'ear they will lose their jobs, theirstatus, ()r their power

Curzon (f989, 89-90) adds some ad-ditional reasons firr resistance:

L. lgrutrance When staff lack the infbr-mation to persuade them that the ideais a good one.

2 No confklence in managemznt. In thiscase either the manager is not trust-worthy or the stalT is predisposed tocynicism about management.

3. Peer pressure There may be pressureliom {'ellow co-workers to go with thegroup reaction.

4 Poorly mtnaged project. StaI[ may re-sist when they {eel that the project isdisorganized, poorly thought out orsullering {rom bad decision mahng.

The reason lirr including this krng listis to dispel a widely held notion that theprimary reilson {i)r resistance is that theindividual I'eels threatened. This "excuse"

shi{is the burden fiom the manager to theintlividual and enables the manager to dis-miss the individual'.s ('oncerns ai "l'eeling

threatened." In reality, manal{ers shouldlook carelully at the other thctors andmake ad.iustments when possible.

Each acquisitions manager'.s environ-ment is very diII'erent. Resistance t<rchange can manif'est itsell'in a number ofways, depending on the particular corpo-rate culture (Curzon 1989, 87-88):

I Work slowdown. Rather than conliont-ing the manager directly, an individualor group o{ stall might use passive-aggressive behavior

2. Union action. Union members may goto the union, particularly ifthe changeinvolves salary or working conditions.

3. Gossip Gossip is the most commonway to show resistance and is a lirrm ofsabotage.

4 Setting up alternate systems StatT mayset up alternate systems or simply keepworhng in the old way rather than im-

plement the change.5. Ref'using to learn a new task6. Giving surface support. In this covert

resistance, the stalf member pays lipseruice to dre new idea but actually doesnot comply with the change. This indi-vidual may be wary of speahng honestlyor ol openly de{ying the manager.

7.

60

LRTS .

7. Dragging out the work. Missed dead-

Iines or issues that never get <rut of

committee are examples of this tlpe of

resistalce.

8. Providing inaderluate resources. This

is the weapon of a supervisor who is

resisting change. There are always ex-

cuses lirr resources being used else-

where rather than in nursuit o{ the

chattge; arrd9. Giving mixed messages. Another weatpon

of the supervisor I{ the supervisor gives

an idea short shrifi, so will the stall.

H<lw then do acrluisitions managers

counterirct this resistance (Curzon 1989,

e0-92)?1. Create a sa{ety net. I{ Iear is the issue,

provide as much trailing, meetings,

and inlbrmati<ln as possible.

2 Manage the change well. Have :r well-

organized and well-considered ap-

pro:rch to the change StalT will

respond to rluality work and strong

leadership.

3. Be al example While the manager may

be doubt{ul privately, set an example

by being positive, tssertive, enthusias-

tic and con{ident about the change

4. Make the resisters part of the project.This is di{Iicult but a manager can

olien convert doubters by including

them more closely in the change proc-

ess. However, the manager runs the

risk of the project being changed by

their actions or stalemated

5. Use peer pressure If only part of the

stalf is resistant, the supporters can be

encourzrged to exert reverse peer pres-sure on the resisters

6. Be honest. There will be less resis-

tance if the manager has a reputation{or honesty.

7. Communicate Managers should speak

olien and {iankly about the change.Stafl should leel fiee to speak up.

8. Discipline If everything else has been

tried, counseling and warning af,outhelravior may be justilied This is a lastresoft.

Fortunatelv. most o{ the resistance t<rchange that I iave experienced has beenon a small scale. usuallv an individual re-

sp()nding to a particular change in his or

her rrosition.

40(3) . Notes on Operations /24I

EMPowERMENT

Empowerment is one ol'the goals of mostchange processes today. Empowermentcan'rmalie [the] work liirce more produc-tive without sacrilicinf essential leader-ship and controls" (Price Waterhouse1905, 94). But what does empowermentreally mean? There is a common miscon-ception that empowerment means givingpower away. "Empowerment is the crea-lion of an environment in which empk)y-ees at all levels f'eel that they have realinlluence over standards of quality, serv-ice, and business efI'ectiveness withintheir areas of responsibility'' (Price Water-house 1995, 95).

Staff members who are emDoweredexhihit a number ol' hehaviors (Price Wa-terhouse 1995, 102). They:

I. Present ideas2. Take on problems3 Build on colleagues'ellorts4 Help to implement5. Seek out inlbrmation6 Encourage &scussion7. Work well in a team8. Take initiative9 Build realistic ideas

10. Help to sustain environment11 Challenge12. Contribute idea.sIt is likelv that manv of the individuals

in acquisiti<ins already exhibit some, if notall, <ri' these behaviirrs. Managers mustlearn to lirster these qualities to manageefl'ectively in changing times.

Lrennnsglr

On of the greatest challenges each acqui-sitions manager f'aces is leading their sta{fduring times of change. Curzon has indi-catecl that "change that is out ofcontrol ormismanaged can-pr()ve destructive to anyorganization" (Curzon 1989, f3). Haleand Williams (1989, rr) have identiliedfive critical issues that a manager involvedin the change process must address:

1. Deliberately selecting a luture statethat will meet long-term needs

2 Providing rluality service while changesilre rn process

242/ LRTS . 40(3) . Died,richs

3 Building momentum alnd commitmentnecessary to set changes in motion

4 Orchestrating all the resources {irr thechange

5. Caring {or the human element-Ieel-ings of anxiety, resistance or excite-ment

Getting a rush book in time lor aprof'essor to use on the first day ofclass (regardless ol the cost) will havea more obvious payback.

3. Set an appropriate scope. Managersmust l i rcus on measurably improv-ing perfilrmance in areas most im-portant to their organization, e.g.,delivering newly received serial is-sues to the krcation within 24 hoursof receipt.

4 Build apowerful case {irrchange. Noteveryone is prepared frlr change.Managers may have to build the mo-mentum and support lbr neededchanges. When no crisis exists tomake the case lirr change, managersmust ftrcus on the values and benefitsto be gained through the change. Anumber ol'crisis situationr^ were men-tioned earlier (e.g., krss of key stafl)that drive the change process, butcrisis need not be the only changeinitiative at work.

5. Let the customer drive change. Foracrtuisi t ions the l i rst- l ine custi imer isusually the collection manager, butthe ultimate customer is the user.Technical services must "eliminateactivities that do not add value liomthe customer's viewpoint" (Price Wa-terhouse 1995.L241.

6. Know the library'.s stakeholders.Managers must understand the needsand priorities ol those who have avested interest in the changes beingconsidered.

7. Communicate continuously and hon-estly. Communicating what is aheador being planned can help mitigateresistance. Keep no secrets; strive {ilrconsistency. The acti<lns oI'managersmust be consistent with their words.I remember beinq told olien as achild by my mother that "beauty is asbeauty does." Action is the most per-suiLsive and visible measure of thehonesty of leaders.

t3,. Reshape the area'.s measures or statis-t ics. Managers must design new per-lirrmance measures consistent withnew goals and strategies and disman-tle old measures when they are n<lkrnger needetl.

(Curzon 19U9, 31-37):1 Listen to and respect sta{T.2. Maintain a healthy balance between

task and people.3. Be lair with everyone4. Be supportive.5. Be commit ted6. Be trustw<trthy and open.7 Be collegial8 Be credihle

MeN,q.<;Iut: THE AcruALCtteN<lE PROCESS

lrom several sources (Price Waterhouse1995, 4-7, 45, 57 -59, 75-76; Clarke 1994,I74; Curzon 1989, 122). Managersshould:

1. Conliont reality. Organizations haveto change, regardless ofwhether out-sourcing is the solution. Managers ol'technic'al serwices operations mustrec<>gnize that they must producemore and f'aster than in the past. Ma-terial must reach the shelves {aster.

2. Focus on specific outcomes. Manag-ers must locus ellorts where the pay-hacks are the greatest. lncreme^ntalimprovements in the rluality of cata-loging are probably not an aderluatepayback lor the resources invested.

LRTS O

9. Build skills Managers must invest inhuman resources. Broaden the tech-nical, problem-sttlving, leatlership.and dei ' is ion-makinu ski l ls in indi-viduals at all levels.

10 Develop a {irrmal plan. It should out-line the evaluation process as well asthe decision-making process.

l1 Integrate yrur initiatives. Change in-itiatives occur throughout an organi-zation. Managers must try to main-tain a coherent approach to thechange process and not diminish en-er15, by undertaking ttxr many diverseapproaches or agendas at r lne t ime.

12. L^i;k how the individual "wins" withthe change program. Managers mustshow individuals how thev can rrar-ticipate in the change pittcess andmake that pafticipation substantive.For example, .stalf in lower-level po-sitions may now get ttt tl<l more inter-esting work than belirre.

13. Clarily and rluestion understandings.Conlusion causes inaction. Encour-ace individuals to ask {or clarilication.Many will not ask, however, so it isbest to overcommunicate. Make n<rIalse promises.

14. Slay s.-acred cows. One ol'the biggestdisappointments in the change proc-e.s.s is tr> have the administration setaside particular sacred cows that arenot to be considered. Virtuallv anvmanager can list those individuals tirdepartments within the library thatare ofTlimits. These are the lolks whtrtake no budget cut (or a modest one)when everyone else is receiving ahear.y hit. II library management isreally committed to the change proc-ess. slav ir sacred cow!

15. Budgei lots ol time. Change takeslonger than anyone expects. It is anevolutionary process, not a revolu-tionary one.

16. Consider the political realities. De-spite the manager's best intentionsnnd hopes lirr a pure decision-mak-ing process, political realities are just

that-realities. By taking them int<rconsideration liom the beginning,managers might avoid establishingf'al.se hopes.

4{)(3) o Notes on Oyterations /243

MartN<; THE DECISIoN

The manager in charge of the changeprocess is the managerwhowill he makingihe det'ision ahout the change or at leastparticipating in that decision-makingpr,r""..t. Thit manager should, accordingto Curzon ( l9lJ9, 65-7I):

1 Review all documents. There is noth-ing more oll'ensive than to receivenews ol a linal decision in which it i"^obvious that no one even bothered ttrreview the recommendations or com-ments of the group charged withevaluating the issue.

2. Evaluate the pros and cons.3. Consider the consequences. Curzon

states that "A decision cannot beseparated l iom its conse(luences."

4. A[ow lirr mature deliberation. "Mature

tleliberation can be de{ined as a periodol time in which the project is allowedto rest so that thinking can ripen.

Ior perlect ion.6. Make the r iuht decision (Curzon

1989. 65-7r).

Clarke [(1994, 170)] has compiled the"Ten Commandments l'<rr Getting ItWrong:"

I Criticize your predecessor: he or shescrewed it up.

2 Don't tell anyrne anything until you'vespelt out the last detail

3 Tell lies.4. Imnose a communicatirlns hlackout.5 Announce a change, then try to get it

to work6 Time major changes lbr the Friday a{-

terl(x)n belirre Christmas7 Be :rutocratic: Genghis Khan didn't

consult.8. Discourage people lrom criticizing the

status (luo and saying what they think;yru might not like the answers.

I Rely on memos: talking is a waste oft ime.

244 LRTS . 40(3) . Diedrichs

10. Don't lbrget itk yrur change not theirsAll managers would like to believe that

they have never done any ofthese thingsor something like them, but unfbrtunateVmany ol'them probably have. For exam-ple, I reorganized the accounting divisionI once supervised because of a very seri-ous problem with the supervisor <if thatunit. Indeed, I made all of the decisionsand discussed them with the other divi-sion heads who would be takinc on somenew activities, but I never talked to theindividuals who were being reassigned orthe supervisor. Then I announied thechange to everyone at once. I console my-self in this case with the conlidential na-tu-re ofthe issues causing the change, butI kn-ow I probably su{l'ered a blow-to mycredibility with some individuals in thetlepartment with that action. Most nowunderstand the necessity of my actions,but it has taken some time and experienceto regain the ground lost.

Tnrtrtrruc; Br<;, TurNrruc NEw

"People need to teel liee to take the lid of[to think out ol the box, to surlhce dozens ol'ideas that may not work in order to crrme upwith a l'ew ihat are genuinely powerlul'"(Price Waterhouse 1595, 6).'T'hey wammanagers to be carelul not to sit ()n a newidea trxr rluickly hecause it may inhibit indi-viduals frirm criming tirrth wit'h other moreappnrpriate ideas.'Rosabeth Kanter'.s lh-mous sprxrl' recipe lirr creating ineftia,"Rules lirr Stilling lnnovation," lirllows(Clarke 1994, r10-i1):

l Regard any new idea {nrm below withsuspicior hecruse it'.s new, and it'.s liombelow

2. Insist that people who need X)ur ap-proval to act {irst go thr<tugh severalother levels of management to get theirsignature.Ask departments or individuals to chal-lenge and criticize each other's propos-als. (That saves you the job of deciding;you just pick the survivor.)

Express your criticisms lieely andwith-hold your praise (that keeps people ontheir toes) Let them know theycan befired at any time.

Treat identilication of problems assigns of {ailure, to discourage peoplefiom letting yru know when somethingin their area isn't workingControl everything carefully. Makesure people count anything that can becounted, Iierluently.Make decisions to reorganize orchange policies in secret, and springthem on people unexpectedly. (This

also keeps people on their toes )Make sure that rerluests fbr in{brma-tion are {ully jusilIied, and make surethat it is not given out to managers{ieely. (You don't want data to fall intothe wrong hands.)Assign to lowerlevel managers, in thename of delegation and participation,responsibility fbr {iguring out how tr>cut back, lay ofl, move people around,or otherwise implement threateningdecisions you have made, and get themto do it ouicklv.

I0 Above all, never ftrrget that you, thehigher-ups, already know everythingimportant about business.

Thinking big, thinking new meansovercoming conventional wisdom. C<ln-venti<lnal wisdom is rnore than iust "we'vealways clone it this way." A go<id examplein the area ol'acquisitions is included inthe recent rerrort lrom Stanfirrd Univer-

cepted or rejected. The conventional wis-dom is that, because no purchase orderwas issued to "select" the title be{ore itarrived, the library needs t() do a reviewprocess bel'rrre accepting it into the collec-tion. Thinking new may mean reevaluat-ing whether the number of returns is smallenough that it makes more sense simplyto keep the b<xrks rather than to reviiwand reiurn the small percentage ol'inap-propriate ones. This possibility can hegiven serious consideration in an environ-ment in which the materials budcet isbetter funded than the stafling budfet.

Southwest Airlines is an excellent ex-ample of thinking big, thinking new Their

I

LRTS .

{ie<1uent flyer program ignores the usualconventions of such plans. When indi-viduals sign up lbr the Southwest Airlinesplan, they are handed application.s withsixteen empty squares on the application.The agent will stamp the application eachtime the individual takes a Southwest Air-lines flight. The difl'erence is that this in-firrmation is not stored in a computersomewhere; passengers have t<l remem-ber to carry the application with themevery time they take a {light. When the 16i^quares rue filled, the passenger bec0me.sa member of the program and immedi-ately receives his first reward: a lieeticket. The airline has shilted the infirrma-tion processing duties to the customerwithout any disruption in customer serv-ice. In addition. manvcustomers krse theirapplication alter 5 t<i 6 boxes are stampedand Southwest saves money and passes(Price Waterhou.se 1995, 158-59).

-

The linal piece of thinking big, think-ing new is asking "what if' (Price Water-house 199, 1625). This is an excel lentway to operate on a daily basis as man-zrgers make decisions or evaluate oldpatterns. What if an expensive order didnot have to go through three levels ofapproval signatures? What il collectionmanager.s stopped signing their initialsto order rerluests? What if orders werekeyed directly into the online systemrather than being provided to Acrluisi-tions in paper firrm? What if collectionmanagers could order material just byinitialing beside the title in the catakrg?What if serial issues were not checkedin but simply sent to the shelves? Whatif invoices were paid without checkingto see whether all pieces had been re-ceived? What if invoice statements fiomven&rrs were never reviewed? With someof these, there w<luld be conserluences ifthe action did not occur. But, in othercases, the c()nsequences would be n()nex-istent or within tolerable levels.

CneNcn Stenrs wrrH TrrE MeNecrn

Thus fhr I have locused on managingchange, motivating st#f to change, etc.,but one person has been lelt out: the ac-

40(3) o Notes on OPerations /245

quisitions manager. Acrluisitions manag-ers can be one of the most important l'ac-tors lirr change in their attitudes, enthusi-asm, r.tlnerabiliry and willingness tochange themselves. When radical changeoccurs, the old way of doing things may noIonger work. Instead, managers have t<rra&cally reexamine and throw out old as-sumptions. The classic adage that hasbeen attributed to Rosabeth Kanter is that"change is something

'the top asks themiddle to do to the bottom.'This assumesthat the person'doing'the change can sitsal'ely on the point of the organizationpyramid orchestrating the process whilethose at the fiont line get changed. A l'atalillusion. In making any change-personalor organizational-you risk yrurself'(Clarke 1994, 49).

It is also important for managers tobelieve that they can make a di{I'erence.Individuals have the most control overthemselves, but the hardest person tochange is also oneself. Many managersavoid making changes until something sig-nilicant in their lives changes. Clarke dls-cusses another list that resulted lrom workdone at Ashridge Management College onmanaging change. A f'ew examples firllow:

For me to change I am waiting fitr(Clarke 1994, 50-51):

inspirat ion, my turn, revenge, t ime almostto run out, a more {avourable horoscope,someone to be watching, my subordinatesto mature, my sel{'-esteem to be restored,a clearlywritten set ofinstructions, a signalfrom heaven, dre stakes to be lower, some-one else to screw up, logic to prevail, ando n a n d o n . . .Managers have to let go of the old

even though there may be no guarantee o('what the new will bring.

SELF.ASSESSMENT

Much has been written on personalgrowth; Bones (1994) provides particu-larly useful inlirrmation and exercises lirrassessing one'.s current position and keep-ing oneself'motivated and stable duringtimes of massive change. These exercisescan be done akrne, but many would beuseful if used with the stafT being super-vised. One ofthe lirst steps is to take stock

246/ LRTS . 40(3) . Died.richs

ofwhere you are. For example, ask your-sell, In thinking about my library and de-partment, what are the live major people-based issues f'acing us (Bones f994, 5)?For example, OSU recently I'aced the re-tirement of six librarians. manv of whomhad key collection development or man-agement roles or specilic skills not readilyreplaceable.

In a second step, evaluate your ownskills:

l. What major tasks am I expected t<rcarry out?

2. What skills do they rerluire of me?For example, technicaVprof'essional,criticaVanalytic:rl, or reporting mana-geriaVsupervisory interlersonal(Bones 1994, 17- lu ) .

3. What new skills are needed to be suc-cessful in my job?

4. What actions can I take to go aboutacrluiring these skills?

Even more important than skills is theway inwhich the manager spends his time.Several years ago, I began thinking abouthow I spent time each day. For a period oftwo months, I kept daily track ol how mytime was spent in increments of lifteenminutes in lorteen cateqories. These cate-gories included general administration/rnail, meetings, w<lrd processing/ writing,specific committee assignments related toOhioLINK, e-mail, editing a journal,teaching in the Kent State library schrxrlprogram, ALA activities, prol'essionalreading, and research.

I was amazed by the average number ol'hours I was working each week as well as theiueas where thnt time was being spent. Inmany categories, there wirs absolutely noth-ing I could do to chzmge the amount of timebeing spent In other areas, I &d have morecontnrl, such as pnrf'essional rea&nll andmeetings. For example, in order to give myst:rff more time to do productive w<lrk, Irecently moved Inrm a weekly meeting withmy division hea& and section heads to abiweekly meeting. This has proven success-ful and has added three hours a month ofrrroductive time back into the schedules of'twelve people.

Continuous self-development andlearning is essential in today'.s world. Eachofus must take charge ofour own devel-

opment. "An individual who comes upwith their own ideas {or improvement isf'ar more likely to see it throulh to the end,and to employ the new skills they haveacrluired on a regular basis. How manypeople do yru know who have taken uprlolf later in lif'e and are out in all weathersas they try to improve their handicap?"(Bones 1994, 31). Think back over thepast ten years and identily several keyachievements you are particularly proudof'and several where yru f'ailed to achievea goal Ask yrurself :

1. What was your achievement?2 How did you achieve it?3. What skills did yru use?

For the f'ailures, ask yoursell'4. Whv clid vou {hil?5. What skills did you lack?

Review the lists. Did any skills appearmore than once? In the f'ailures, whatskills could yru have applied in order tosucceed? Were there any surprises (Bones1994. 31-36)? Sometimes we make baddecisions because we rue too I'ar removedIrom the details oI'a particular t:rsk. I amconvinced that one of the best ways fi)rmanagers to learn about the operationsunder their supervision is lirr them to per-lirrm those jobs themselves on occasion.The closer managers get to the activities,the easier it will be to see where improve-ments and changes can be instituted and,conversely, where suggested changes iuenot wananted.

Managers must also learn the impor-tance of risking the impact ol'innovationrather than staying with what is sale.

Creativity can liberate organizations. Wehave to begin kr establish managementstyles that welcome and encourage the in-novative ald that support the taking ofrisk A key part ofthis is to set up learningprocesses that review the implementationand results of innovation, and, where {'ail-ure occurs, ensure key points are under-strxrd and that the organization as a wholehenelits tiom the experience (Bones 1994,o) t .

Srness

Even in the best ol situations, managersare suhject t() il great deal ol stress- In

LRTS o

times oI change, that stress acceleratesand has even more serious consequences."One ol' the most impoftant sources ofstress, . . . is responsibility lirr other peo-ple. The jobs that have been lirund to carrythe highe.st levels ol'stress-miners, po-lice o{licers, construction workers, doc-tors, dentists, and managers-all involve ahigh degree of responsi6ility tirr the sa{'etyand well-being of others" (Phillips 1995,125). In addition to dealing with thestresses of their stafl, managers also mustdeal with stresses in their own role. Over-wrrk pre.sents another struggle as doescoping with con{licts and demands. How-ever, it is important to remember that longhours do not necessarily result in higherproductivity. People become trxr tired t<rthink clearly and act efTectively. Managersmust be aware of the stress they are underand of the ontions available to reduce it(Philltps 19eB, 125-30).

the fbllowing example illustrates howindividuals can decide what is most impor-tant in li{'e. This example concerns anoverworked manager laced with his child'sillness.

The manager dropped everything at work,spent three dzrys at his sonk hospital bed,and then returned to work to await {Lrthermedical tests. He arrived at his desk,Iooked at the mounds ol paper that hadaccumulated over three days, and sutl-denly realized that the paperwork "did notiimount to a hill of beans" in comparisou tothe health of his sor.r It wits as if someonehad onened a window {br him. With awider perspective, and able to see thewhole firrest instead of just the trees, hewas ahle to get through his moundofpaperin no time He {elt calmer and more able

' to cope When the medical tests gave hisson a cletrn bill of health, he did not krsehis newfound perspective, and he {'elt iarmore ellicient as :r result (Phillips 1995,r31) .Another way of kxrking at this is to

evaluate individual projects (especiallywhen they mean working late) in terms oI'whether nnyone would even know theyhad been done or would remember veryl<lng. That test can be used on many occa-sions to assess one'.s workload. Phillips(1995, f3f i2) states:

40(3) . Notes on Operations /247

Reclrarging the batteries can take many

{irrms depending on individual taste

Whatever Iorm of relaxation you decide to

adopt, the really important thing is to de-

cide what things make lile worth living lor

you. . .Overcommitment to work does

not mean more productivity. It creates

managers who have tunnel vision. Manag-

ers who have a halauced outlook on work

have a better perspective and are of more

commercial value to the organization.

People with a clear sense of their own

priorities are generally also better able to

cope with change . . Their internal "sta-

bility" will o{ien have a trickle-down efl'ect

on the people they work with, making

them calmer, too. Stressed managers tend

to produce stressed teams or departments,

but the reverse is also true: Sell'-aware,

calm, and lbcused managers cln produce

a healthy department, able to respond

positively and innovatively to change.

CoNcLUSIoN

Libruies can expect lots of change lirr

aligned with it, such as interlibrary loan

and document delivery. Some acquisitions

accounts. New subscription sewices such

as RoweCom's Subscribe system oPen

new avenues firr the electronic transf'er <lf

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rluiring this material not only lully cata-loged but also with its physical processingcompleted by the vendor. All of these op-portunities rerluire an organization, andspecilically an acrluisitions manager, com-lirrtable with leading and managing intimes ol change.

Change is inevitable and acceleratingevery day. Some organizations have expe-rienced a continual change process or astream of "flavor ol the month" manaEe-ment f'ads. However, new managemenrtheories are not all just llds or cliches. Thebiggest problem is that we do not read allthe details and firlkrw through. We lircuson the vanilla highllghts and lirrget thatchocolate sauce is what turrrs ordinary icecream into a sundae.

WoRKs CrrED

Bones, Chris. 1994. The self-reliant nutnager.lxrndon: Routledtte.

Clarke, Liz I994.The essence ofchanse Newhrk: Prentice Hall.

Curzrrn, Susan C. 1989. Munagi.ng change: Ahou-to-do-it manual for planning, imple-tTtcnting, und eouhtating change in librar-ias New York: Neal-Schuman.

Hale, Sandra f., and Mary M. Williams, eds.1989 Manuging chunge' A gilde to pro-dttcing inrun:ation from uithin. Washing-ton. D.C.: The Urban Institute Pr.

Kanter, Rosabeth Moss. 1985. Managing thelruman side of change. Manugemnnt re-oi.eu 74: 52-56

Phillips, Nicola 1995. From aision to beyondteamronrk: 70 rouys to uuke u,p and shakettp Uour company Brr Ridge, Ill.: Irwin

Price Waterhouse Change Integration Team., 1995. Batter chunge' Best pruc"tices for

transforming your orgunization BurrRidge, Ill.: Irwin.

Rider, Mary M., and Marsha Hamilton 1996.PromptCat issues lbr acrquisitions: Qualityreview, cost analysis and work{low implica-

. tions. Library acqtisitions: Practica b the-ory 20:9-2L.

/25r

UCLAIOCLC Core Record PitolProject: Preliminory Report

Sherry [. Kelley ond Brion E. C. Schotiloender

. Kellell and Schottlaender

O2O,$a ( lSBNl:lf present on item

O4O (Cataloging source)

042 (Authentication codel

05O,082,O86, etc.:Assign at least one classification number from an established classification systemrecognized by USMARC.

lXX (Main entryl:lf applicable

240 (Uniform titlel:lf known or readily inferred from material being cataloged.

245-3OO lTitle page transcription through physical descriptionl:Describe fully, using all data elements appropriate to the item described,

4XX (Series areal:Transcribe series if present.

sXX (Note fieldsl:Minimally, include the following if appropriate:

5OO: Note for source of title if not from t.p.505: (Contents notel For multi-part items with separate titles533: (Reproduction notel

6XX (Subject headings):lf appropriate, assign from an established thesaurus or subject heading systemrecognized by USMARC at least one or two subject headings at the appropriatelevel of specificity.

7XX (Added entriesl:Using judgment and assessing each item on a case by case basis, assign:

I I a complement of added entries that covers at least the primary relationshipsassociated with a work (e.9. joint authorsf;

2l added entries to bring out title access information judged to be important.

8XX (Established form of series if different from that in 490 fietdl:lf series is traced, use as appropriate.

Figure l. Core Record {br Print Monograph.

1995), which did not include national levelauthority work. Second. to test the as-sumptirins that: (a) the creation of corelevel cataloging will take less time thanthat rerluired {irr Iull-level cataloging; and(b) core records will provide suflicient

access to materials through their descrip-tion and through authoriied headings lirrnames, subjects, uniform titles, and series.Third, to provide the PCC with some con-crete data {or consideration in nationalprogram implementation.

LRTS o 40(3) . UCLA/OCLC Core Record Pilot Proiect /253

The researchers designed the projectto gather data about the f'<rlkrwing ques-tions as well:

l Subserluent to their creation, howolten are core records used by otherlihraries firr catakrging purpoies?

2, When theyare used, how many modi-ficati<lns are made to them?

3 What kinds of modi{ications aremade to them?

4. Are core records coded level I useddill'erently fiom those coded level K?(OCLC de{ines level I catakrging aslull-level cataloging input by OCLCparticipants, and level K catakrging asless-than-l'ull catakrging input byOCLC participants.)

OCLC compiled information to ad-dress these quistions by using trackingsof'tware to record use and modilication ofthe records. These datawill continue to begatherecl for ayear.

Pnoyncr Scorn

Material selected {irr the project had t<rmeet specific criteria. They had to bemonographicworks in the roman alphabetscript, without full-level cataloging copyin OCLC Further, the folkrwinq were ex-cluded:

1. Items rerluiring new series authorityrecords, or changes to existing LCName Authority File (LCNAF) se-ries authority records;

2. Items targeted firr the UCLA re-mote storage facihty, which do notrequire classilication or subjectheadings and olten receive onlyminimal cataloging; and

3. Individual belles lettres, which arealready very easy to catalog because,at UCLA, they do not receive subjectheadings.

PRoJEcT DESCRIPTIoN

A total of 384 records were created overthe cnur.se of the pnriect, consi.sting of 234core and 150 full (control) records. Sixtyof these, 30 core and 30 control records,were created between December 1994and January 1995 as pirrt of a pre-test.

OCLC tracking statistics {br the pre-testrecords nre included in the tables below,but time statistics are not. The remaining324 rec<lrds were created in a six-weekperiod between February and April 1995.

After a one-hour training session, thecatalogers began creating a preliminaryset of "practice" core records, {bllowingguidelines developed liom the proposedcore record data elements (ligure 1) listedin CooTtoratiae Cataloging Ctruncil TaskGrutp 4: Standnrds, Final ReTtort, Octo-ber 29, 1993 (Reser 1994, 53-60). Thesepractice records are not included in theproiect data. Following this, two catalog-ers began the project by creating corerecords, and two began by creating con-trol records. Upon completion of the re-quired number, the catalogers swappedassignments.

Five catalogers participated in thepr<rject, one in the pre-test phase, andfour in the proiect itsel{. Each projectparticipant cataloged appnrximately 80 ti-tles between February 28 and April 4,1995. Of these, approximately 50 werecataloged {blkrwing core record guide-lines and 30 {bllowing the {ull-level stand-ards as define d in Bibliographic F()nnatsand Standnrds issued by OCLC (OCLC,1995). Catak)gers timed the caterlogingprocess {br both categories o( materierland recorded results on log sheets (seefigure 2). The log sheets were submittedweekly to the proiect manager, along withcopies of the OCLC records. The proiectmanager then reported the record IDnumbers to the OCLC liaison, Karen Cal-houn, to track lurther use and modifica-tion by OCLC member libraries.

Titles in both samples were assignedfull classilication and all headings weregiven full authority control: i.e., all name,unilirrm title, series, and subject headingaccess points were represented by rec<lrdsin the LCNAF or in the Library of Con-gress subject authority {ile. Project cata-krgers created new NACO records if noneexisted in the LCNAF, and updated anyNACO records needing revision. No newsubject headings were pr()p()sed. Thesame authority control procedures were{irllowed fbr both core and control rec-

25A LRTS . 40(3) . Kelleq and Schottlaender

E M I D 'I

(dutf, o fEt

T tE * r lErc ENIP qI

LrL l ln :B l t ,rrE sf , tsuJ/uss

Figure 2. Sample Data-Gathering Form

ords. This was done to neutralize the im-pact of NACO record creation.

Ideally, the sample of material wouldhave alkrwed firr the same titles to becataloged at both {ull and core level, thusproviding a better basis {irr comparison.Un{irrtunately, most cataloging depnrt-ments must contend with meeting the on-going needs of their communities of usersand cannot a{lirrd to catalog the same titletwice; the URL Cataloging Department isno exception. Nevertheless, every elli)rtwas made to select material on the samesubject and in the same language, and todivide those as evenly as possible betweenboth the core and control samples.

Although we endeavored to randomizebook selection within subiect and lan-guage areas and between ctxe and contftrlconditions, we did so in the context ofactual workllow through the CatakrgingDepartment. Many choices made in thiswork{low could have alI'ected the place-ment of books in the core or control sam-

Etm IIE:

l:mrs

ple. While we cannot, therelore, claimthat book selection wa^s truly rand<rm, wecan say that the proiect t<xrk place underactual catakrging conditions-an impor-tant point, since any benefits liom thein{irrmation produced by this study areonly valuable in the context ol those con-ditions. It is important to note that n<rspecial choices--other than the exclu-sions listed 4b1;vg-v,'s1s made in thisstudy.

Nevertheless, the magnitude of thedi{I'erences between the core and controlrecords is very large lbr the sample size.We concentrate on these difl'erences,what causes them, and what the conse-quences of them might be lbr the librariesengaging in core catakrging.

Research design {irr any study compar-ing a new activity to an established onemust control lor time needed to learn thenew activity. Otherwise, the learningcurve itself will ckrud the comparison be-tween the time devoted to the new activity

t 6

I IE SI EClotil @s

LRTS o 40(3) o UCLA/OCLC Core Record Pilot Project /255

and that devoted to the established one.In this study, the researchers tried to neu-tralize or isolate the learrring curve data byhaving catakrgers create practice recordsbelirre beginning the project, and by ro-tating their assignments. The two "learn-ing" areas were the new set ol catakrgingguidelines lirr the core record, and theintroduction ol the use of a stonwatch.Interestingly, the catalogers reporied thatuse of the stopwatch was the m<lre prob-lematic ol'the two new tasks As an aside,there was a third, unanticipated "learn-ing" area that was probably a constant {orall four catalogers. This was the imple-mentation of Format Integration, phase I,on fanuary 28, 1995-roughly one monthbefbre cataloging f'<rr the proiect began.Some of the learning curve data may in-clude the changes occasioned by FormatIntegration-in treatment of alternativetitle inlirrmation, Ior example.

Because the UCLA/OCLC Core Rec-ord Project began belirre the implemen-tation of explicit coding values lirr corerecords, UCLA, OCLC, and PCCworkedout an interim set of data elements toinclude in the records to m:rk them ascore level and allow lor their batch re-trieval. These are use of the subfield "e"

ofthe 040 lield with the term "core" (040CLU :e CORE :d CLU) and creation of a500 field with the phrase "core record "AII core records creited in this project canbe retrieved through a "Iin nt core record"search in ocLC. The newly delined val-ues lirr PCC core records firr the fixedfield and 042 field were not implemented

until alter phase II of Format Integration.The need to add these two interim ele-ments may have added some unnecessarytime to the creation ol c<lre records.

RESULTS

On average, c<lre record cataloging isfaster than {ull level. Tables 1 and 2 con-tain two difl'erent calculations firr the timedi{1'erential. In table 1, the mean time lirreach set ofcore records (50 per catakrger)is given, akrng with the mean time fbr eachset of control records (30 per cataloger).The difI'erence shown is that between theaverage time spent creating a core recordand that creating a control record. Nega-tive numbers indicate that core catakrgingt<xrk less time than contnrl cataloging. Inthe comparison shown in table l, corecataloging takes over two minutes lessthan full cataloging per record, repre-senting an tl.57o time savings. In all lburcases, the last set of records was the f'ast-est, whether core ()r control. This tells ussomething about learning time, particu-larly involving the use of stopwatches.

Table 2 contains the average timespent on approximately the last hall'ol'the

"i,r" ."",,.ili (25 to 29 records) compared

to that spent on the {ull set of controlrecords. Given the small sample, andgiven the inlirrmation shown in table Isuggesting that leirming time is a part ofthe total catakrging time {br both levels ofcataloging (use of stopwatch lirr controlrecords, use ol stopwatch ancl new cata-krging guidelines lor core records), the

TABLE 1

Cerat-ocrN<; TrNas

(.)ltrkrqerMean Time perRecord (Core)

Mean Time per Dillbrence (Core

N Record (Control) Mimrs Control)

if t,

50

cz

DZ

204

B.C

D

Total

22:5tl

l4:09

JD:DT'

22:Itl

23:59

30

30

29

. ) r

t20

18:40

L9:28

30: 13

,tD:z)

26:00

+4: 18-5:19

+ D : . t /

-13:07

-2.01

'Began with core-level records

256/ LRTS . 40(3) . Kelleq and Schottloender

TABLE 2

Carer-ocrNc Trvn-FecroRro

Mean Time, Last Half(iore Records

Full Set Core MinusLrut Half Core

Last flalf CoreMinus ControlCataL

.A

B'c

D

24:04

13:24

26:47

21:53

21,:32

-l :06

+ 0:45

+9:03

+0:23

+2:27

+5:24

-5:04

-I:26

-13:22

-4:28T<rtal

oBegan with core level records

researchers included this data as anothermeans to control for learning time whentwo new tasks had to be learned in the lirstset (i e., lirr catakrgers A and C who beganthe proiect with core level cataloging). Inthree out of the firur cases, the time spentper record on the last hal{ of the corerecords was less than the time spent perrecord on the entire set of core records.Moreover, this halfol core record catalog-ing trxrk appn)ximately 4.5 minutes lessper record than {ull cataloging, a timesavings of <>ver I7Vo.

NACO authority work was the wildcard in this Project. Of the three catalog-ing areas timed by the catakrgers-description, subject analysis and classifi-cation, and authority control-time spenton authority control lluctuated most dra-matically among catalogers. The numberof new NACO authority records createdftrr each set of records is shown in table3A. In addition. these data show that

among all lirur catalogers only a slightlylarger percentage ol'new NACO recordswere created firr core level cataloging.

Table 38 shows the average time spenton authority work per title. The wide dis-parity in time spent creating new NACOrecords can be explained in part by the mixof name and corporate headings. Cata-l<lger B created no corporate names ineither set of records.

One of the goals of this proiect was toevaluate the aderluacy ol access fbr corerecords. The guidelines lirr creating corerecords call lbr the assignment of <tne t<rtwo subject headings only. In addition, theguidelines do not require additional head-ings lirr authors or titles in a single workwhen either numbers more than two.Limiting the number of obligatory head-ings is one ofthe efliciencies ofcore cata-lofing. Do these reductir)ns limit access,however? Table 4 lists the number of sub-ject headings per title in core and control

TABLE 3A

AUTHoRTTYWoRK

Cataloger

No of Name Headings /No ofRecords

Core (ltr l

No o fNewNACOs

Core Ctrl

% Hdgs Needing NACOs

Core Ctrl

A

B

C

D

Ttrtal

70/50s7/5073/5270/52

270/204

50/30

39/30

53/3r

53/31

I9t/l20

29

23

30

30o(l

t8t3I D

15

6 1

4T

40

43

43

37

36

33

28

28

32

LRTS o 40(3) c UCLA/OCLC Core Record Pilot Project /257

TABLE 38

AurHonrryWonr

TABLE 4

SUBJEcT ASSIGNMENT

Avg TimeperTitle/No ofNACO Headings

No of Subjcc't Headings /No ofRecords

ControlCataloger Cataloger

A

B

cD

records, and table 5 shows total headingsassigned, both subject and name, firr bothsets of records. Control records receivedan average of 2 subiect headings Per title,core records an average of 1.5 subjectheadings per title. Overall, total headingsassigned averaged 2.85 lirr core records,and 3.64 {irr control records.

A signilicant result of the pnriect is thenumber of institutions that have madesubsequent use of project records. AnOCLC tracking program shows that 91institutions used 45 UCLA pr<rject rec-ords within the first two months of theircreation. This is a strong argument lirr anational crxrperative cataloging program.Table 6 contains a list ofthe records usedby record number, encoding level, andnumber ol holdings symbols attached.The table also rellects whether or not rec-ords were modilied during their sub-sequent use.

It is interesting to note that ofthe corerecords that were modi{ied, two were Klevel and {irur were I level. This is the

opposite of the researchers' expectations.Since the result given is so small, we can-not consider this statistically significant,however, and will need more use-databe-lirre drawing conclusions, if any, abouttreatment of I and K level records bycatal<lgers.

Ten subsequent-use mo&{ications havethus {'ar been made to 7 of the 45 proiectrecords used to date-6 core and I c<ln-trol. These mo&lications have includedaddition or deletion offields, and changesto lield content. Table 7 is a summary ofthe modifications. Only two directly aI'-f'ected access: in one case, a variant titlelield (246) was added; in another, a subjectIield (6xx). Notes (500) and bibliog-raphical relerences (50a) tields were themirst fre<luently modilied. Again, the vol-ume of use-data is too small t<l draw con-clusions at this time, but, at this point,modifications that directly #l'ect accessare small in number.

5:24/29

2:34/23

II:L%17

5:4%30

4:48/18

3: l6113

l0:43/15

6:07/15

A

B

cD

Ttrtal

73/507A50

80/5287/52

3l%204

47lso44/30

7t/zC8A3r

246/r20

TABLE 5

Toret- HSnpINGS ASSIGNED

Core No Headings /CrtaloEer No Records

Avg. per (iontrol No. Headings / Avg. per _(irr:e Title No. Records Control Title

A

B

C

D

Total

r43/50r29/50r53/52I57/5258%204

2 . U 6

258

294

3 0 2

2.85

07/30

83/30

t20/29

r37/3r437/r20

323

2.77

4. I4

4.42

3.64

258/ LRTS . 40(3) . Kelleq and Schottlaender

TABLE 6Uss Srerrsrrcs FROM OCLC

Record Numlrcr Encoding Level Previous Holdings' Updated Holdings Modilied (Y/N)

Core

3r746834

32011958

32056423

32058347

32065038

32069303

32069434

32084096

32084786

32I04590

320C8426

32105059

32t52523

32L54317

3216400I

32I64506

32078179

32078252

32Il24gg

32t97837

32198861

32184r69

32229000

32222827

32234035

32254730

32266559

32267359

32297924

3229L73I

I

I

K

I

I

I

K

I

K

I

I

I

I

I

K

K

I

K

I

K

K

K

K

K

K

K

K

K

I

I

I

1

2

1

3

z

z

I

t

2

I

I

I

I

1

2

I

I

I

1

I

t

I

I

I

I

1

I

I

t

n

n

vvvn

vvn

n

vn

II

n

n

n

n

n

n

n

n

n

ll

n

n

n

n

n

ll

n

o

z

o

z

I

3

5

z

310z

z

2

3

2

3

2

2

z

3

2

2

8

2

3

3

3

z

3

3

Coucr,usroN

On average, core record cataloging wasf'aster than full-level catakrging. In thebest case, alkrwing lbr proiect learning

C()NTIN(JED oN NExr PAGE

curyes, the time saved was <>ver lTVo perrecord; in the worst case, disallowinglearning ('urves, it was fl.57o p.r r"c,,rci.While generally conlirming the results ofthe Cornell study, the UCLA/OCLC

LRTS e 40(3) o UCLA|OCLC CoreRec7rdPilotProject /259

TABLE 6 (coNrrNuno)Record Number Encoding Level previous Holdings' Updated Holdinqs Modilied (Y/N)

Control

3204897r

32053247

32054493

321O463L

32104731

32104693

31923478

318734,59

s2728973

32764424

32164475

32164664

32l73B1rJ

31785002

321{.t7088

z

I

z

3

I

1

8

3

3

z

I

1

I

z

2

a

z

3

8

3

I J

A

i

3

3

n

n

n

vn

u

n

n

n

n

n

n

n

ll

n

'Recrxds with "Previous lloldings" excee<ling I represent those lbr which either Enc lvl K or Enc lvl 5 OCLC

records were upgraded to core livel by Project "at-rlng..t

Ttrtal records used./created:

Core rec<rrds use</created:

K level core records u.sed:

I level core records u.sed:

Contrri recor& used,/created:

Ti)tal holdings updates:

Core holdings updates:

Control holdings updates:

Total number of records modilie&used:

Core records modi{ied,/used:

K level:

I level:

Control records upgraderVused:

pr<lect researchers extend the earlierstudy by demonstrating that signi{icanttime savings accrue to core record cata-Ioging even when NACO authori$r workis I'actored into the equation.

Core records created during the proi-ect inclutle an average oI' f .i2 *uhye.t

45/384

30/234

I D

I D

75/150

9 l

60

3 I

7/45

6/30

2

4

I/E

headings and 1.01 name headings each;Control records include an average of'2.05suh.iect headings and 1.59 name headingseach (267o and 3670 more than c()re rea-ords, respectively). lt remains to he seenhow these tli{I'erences will all'ect access, il'at all. The data on the kinds of mo&lica-

Field TagNo of

Modilications

260/ LRTS . 40(3) . Kellea and Schottlaender

TABLE 7SuTr,TUeny OF MODIFICATIONS MADE

DURTNG Sunsegueur Use

tions made to pnriect records subsequentto their creation appear to indicate, it thispoint, that the impact may be small. Thusl'ar, only two access lields have heen addedkr the I'rrrty-five records used by otherlibraries. The researchers will coniinue tomonitor use-data from OCLC.

WoRKs CrrEDCornelli core-level record cataloging in

RLIN. 1995. RLIN fours Feb.: 4-5.OCLC Online Computer Library Center, Inc.

1995. Bibli.ographic formats und stand-ards, revision 1. Dublin. Ohio: OCLC

Reser, D. W. 1994 Touards a neto beginningin cooperati.t:e cataloging. Washington,D.C.: Libraryof Congress, Cataloging Dis-tribution Service.

0I5

041

043

082

246

260

300

500

504

505

6xx

7*<

1

I

I

I

I

0

0

2

0

L

0

262/

Reinslolemenls of RelrenchedJournols qt the UniversitYof llorin Librory

Richold Ololunsolo

funding ceasos.

nil-^ii-b",rouNsotA is Seniqr Serials Librarian at the University trl llorin I,ibrary in llorin,

Nigeria. Manuscript received fanuary 26, 1996; accepted lbr publication March 22, 1996.

LRTS . 40(3) o Nrttes ctn Operations /263

library budget Iirr an unlorseeable period.In 1987 the University of Ilorin Library

was lorced to curtail its current iournalacrluisition program lirr two reas.,ns.Fir.st, in 1986 the govemment introduceda Structural Adjustment Programme that

the books and periodicals budget.It was estimated at the time that re-

newal costs lor ioumals totaled

$102,062.Itt, while the'annual budget lirrbooks and periodicals st<xrd at just

$63,79ti.27 (Okrrunsola and Ajileye 1990,42). Although library policy dictated thatfl07o of'the brxrks and periodicals budgetwas to be spent ()n serials, there was obvi-ouslv no wav to cover all the increasedcosts of serial renewals by luther reduc-ing the money spent on monographs.Conserluently, the library was {brced toprune its subscription Iist-

Behind the idea ol 'alkrcating 8l l7o olthe available budget to serials is the reali-zation that journals play a crucial role inrese:uch at academic libraries. The Uni-versity of Ilorin'.s priorities are by ntrmeans unique. Puccio (1989, 2f ) has saidthat .serials comprise a significant portionof the collection of most libraries and ob-Iigate a large percentage ofthe budgets ofthose libr-aries. Ward (tgZs, z+S), ln hisstudy of seventeen London libraries, ob-served that the libraries spent between24Vo and gOVo ol their budgets on peri-odicals purchases.

PROCEDURES FoR CANCELTI\TION

The periodical holdings ol the Universityof Ilorin Library were broken down into36 subject areas. In all, 36 departmentsreceived lists of serials relevant to theirinterests. Each depirrtment was asked torank the serials in order of their uselul-ness. This exercise was done in order ttrdetermine which ioumals were most ur-gently needed in'the lace of very leanbudgets. The listed titles were ranked in

Iirur categories in order of priority. At theend of the exercise, the analysis of theranking-in descending order of impor-tance {rcm A to D-was rrs fbllows:

A 290B 258c 8 4D 3 4

T06-title.

The universiW librarv administrationmade linnl decisiirns based on those rank-ings. The administration renewed 287 of

f<rumals ranked A (43.IVa of the original666). while it canceled 379 (56.9Eo)(Olorunsola and Ajileye 1990, 44).

Eppncr oF THECeNcnrr-ettoN ExERcrsE

The scriousness of the economies re-rluired by retrenchment was broughth'.,me t., most members ol'the flculty Lie-cause, with 56.9Vo ol the serials cut, al-most everyone had to do without one of"their" lournals. Nevertheless, the serialslibrarian received serious verbal protestsfiom rnany lecturers. Faculty memberscomolained that current issues of certain

iournals were not available fbr use; inmany cases, however, those serials wereon tht, retrenched list. Some protestedthat damase had been done to the collec-tion by the cancellation of unirlue titles.Otheri argued that they had not beeninformed ofthe ranking exercise that pre-ceded the pruning. However, the univer-sity management had consulted with theheads of denartments.

I observed some inadequacies in thecancellation procedure. T[e procedureshoultl have considered st;me more scien-tilic methods of selecting titles firr cancel-lation, such as:

. Citation liequencyo Productivity ranking (Bradlirrdk law

of dispersion)o Use surveyso Cost analysisr Abstract coverageo Processing and storage costs

264/ LRTS . 40(3) o Olont'nsola

REINSTATEMEI.ITS

As a result of wide publicity about thedearth of brxrks and iournals in Nigerianuniversities, the I'ederal governmentreached an agreement with the WtrrldBank, which eitended credit firr the pur-chase ofmonographs and serials. The ideawas to renew most ioumals that were dis-continued due to'a lack ol' fun&. Thecre&t was ttt be extended to all f'ederal,govemment'lunded universities that sat-iilied certain conditions laid down by theNational Universities Commission. TheUniversity ol'Ilorin rlualilied and in 1990the library beqan plans to draw fiom the..rdit. The seiials^librarian dralted a newsubscription list based largely on the listof'the iournals canceled in 198'7, althoughr.,m" h"* titles were added. The serialsIibrarian ordered 500 titles worth some

$109,u90.82. Tkr bridge the gaps createdin the library'.s joumal lile, some backfilesworth aboui $196,000 were also ordered(University r>f lkrrin Librruy, World BankFile 1990).

There were prolonged delays in the

agents; as a result the University Librarytrxrk a s#'ety measure and placed order lirrsome titles using UNESCO c<rupons."

In a related development, it wirs re-ported that the 500 joumzrl titles orderedwith the Wrrld Bank l<tan would likely notarrive until February or March 1992'Then, in a meeting held on September 23'1991. the universiw lihrarian revised thatestimate. He explained that only 20 jour-

nals had arrived and that l'ew more shouldhe expected hy February or March 1992.He opined thai the situaiion might changetirr tfie better hv the end of'1992. Therewere ailso dilliculties with the backlilesorder. The Natitln'al Universities Commis-sion directed individual university librar-ies to hold local votes to determine whichbackliles should be ordered. The backsetswere to cover 1992. Thus, it was decidetl

to cancel the original backfiles order withthe World Bank.

Belore the end of 1993, bureaucraticprocedures had bogged down the smtxrth

irrocurement of journals and <rnly 44 titleshatl been receivetl. Conserluently, the restofthe orders were cancelel. A new direc-tive and new procedures were issued lromthe ollice t,fihe Wt,rld Bank lmplemen-tation Committee at the National Univer-sities Commission. Fresh orders liom theindividual universities were to be pre-pared and submitted on deadline. Thismarked the end of the first attemPt toreinstate canceled journals.

Tnr SncoNo ATTEMPT

The procedures used in the second at-temni to reinstate the pruned lournals.lit'ttr.d in several *avs In,m thoie of the{irst. The attempt would include the pur-chase ofbackfiles liom 1993 firrward. Inaddition, the mechanics of the reinstate-ment were handled by the university li-

brarian and the serials unit of the library.Lists ol'previously canceled iournals werecompilei on a departmentaf basis, lirllow-ing the rating pattern adtrpted during thecancellation exercise that took place in

1987. The lists were sent to departments{irr rapid ranking because of time con-straintls. There was room lirr f'aculty ttrrecommend new titles and to suggest re-instatement of any titles that had been

exercise was conducted in March 1994and resulted in the selection of287 titlesat an estimated cost of $86,952.55' The listwas disnatched t<t the National Universi-ties C<;'mmission <ln schedule. However,

LRTS o 40(3) o Notes on Operations /265

TABLE I

TrrLEs REINSTATED oN FACULTY BesIs (Suppt sMENTARY)

Frculty No Titles Cost ($)

Science

Business and Social Sciences

Agriculture

Education

Engineering

Arts'Health Sciences

8

l5

T4

I D

23

22

5,149r,ffis2,r32q q o o

'7 .)c)1

1,336

.Sotrcc: University of Ikrrin Library Serials Unit, World Bank File'No

medical titles were listerl under the srrpplementary list because the lhculty was aderlrttely prtxided {br in

the lirst list

mission requested them fiom all univer-sity libraries that had f'ailed to meet thecommission'.s fiscal ceiling. The librarycame up with an additional 97 titles; thusthe lirst list andthe supplementarytotaled384 titles.

PRocRESS Rrronr oN JoURNAL SUPPLY

As of January 31, 1995, 71 of the journaltitles ordered during the second reinstate-ment attempt have heen received. Addedto the 44 tities received earlier, 115 titleshave been received lirr 1993 subscrirr-tions. These .iournals were supplied byLow Priced Books Limited, whose con-tract has been terminated. The break-down of journals supplied by the agent isshown in table 2.

A new agreement was signed withBlackwell'.s Saf'ari, which also suppliesb<xrks through the W<rrld Bank Proiect.

Blackwell'.s lirst shipment of journals lirr

to supply 54 of'the titles that had been,,rd.r"i. N., 1995 subscriptions had heenreceived as of May 1995

Fecrons Al'nrcrrNc RETNSTATEMET{TS

The university Iibrarian consulted exclu-

TABLE 2

IouRNAL Ttrr-es SUerLIED BY Low Pntcnp BooKS LIMITED

No Titles

I

z

3

Total

zo

76

IO

3

l t J

$L7,647.24

s23,554.06

DFL 15,608.00

SFr 8,541 00

.sourcc: University of Ilorin Library Serials Unit, World Bank File

266/ LRTS . 40(3) o Olontnsola

when deciding which journals to delete,meaning that expensive titles were de-leted.

side welcomed the operation and therewere times when patience wore thin dur-ing the 1987 exercise Journal reinstate-ments also proved cliflicult to implementdue to a number of thctors, includingt'aulty administrative arrangements antlbureaucratic tangles. The problem ofback{iles acouisition is a riddle that re-mains unsolv-ed.

Unfirrtunately, to identily the problemis not to solve it, and unless the cost ol theUniversity Library'.s journals st()ps in-creasing or the library'.s books and peri-odicals budget expands, the library mayI'ace more sacrilices alier the Wrrrld Bankfundins ceases.

The- nauseating efl'ects oI' Nigeria'.seconomic crunch on libraries are not hardto decipher: journal subscriptions andbrxrk acrluisitions have been reducedThere is evidence of decline in the re-sources and services of libraries, hencethe need to turn to the World Bank fbrhelp. Unless the lederal governmentmakes enough lunds available a{ter theexpiration oI'the World Bank Project, thelibraries will be back at the verypoint theyfound themselves in 1987. Unless this vitalissue is pnrperly considered, reinstate-ments are unlikely to continue.

WORKS CITED

Olorunsola, R , and E. O Ajileye. 1990 Peri-odical retrenchment at the Universitv ofIlorirr Library. Library reoieu 39: 42-146

Pucci<r, foseplr A. 1989 Serials referencatr.rorft Englewood, Colo.: Libraries Unlim-ited

University of Ilorin Library Serials Unit,World Bank File. 1991. Minutes of themeeting of pro{essional library stalf at the

;t"H""::tO ol llorin, held on Friday, 6 De-

Ward, M 1975 Observation ol serials man-aqement in seventeen London-based li-hrries. Librury Association recortlT'|, nol0:243

OnsnnverroNs

Using only the rankings of departmentheads and deans oI'I?rculties led inevitablyto some rluestionable deletions. However,with the huge volume of work involvedand short time limit, there was no time tonllow the laculty a sec<rnd chance Listswere rerluired very quickly, and most oIthe data were collected hartilv. with notime {irr validation except in a l'ew caseswhere the university librarian had to con-tact department heads by telephone onrelated issues. The practice oI'not validat-ing the inlirrmation is rluite under-standable because the university librarianand the serials sta{fwere under pressureand had to work extra hours to iteet thedeadline given by the National Universi-ties Commission. Inevitably errors oc-curred, but not often enough to invalidatethe outcome of the exerciie. Overall, theprocedures utilized during the cancella-tion and reinstatement process workedreasonably well, even thirugh methodo-logical lhults existed.

If'the arrangement adopted in prepar-ing the supplementary list as presented intable t had been used in making the lirstlist, the serials dep:rtment wriuld havehad a better idea ofwhat was being spentin each discipline. Such inlirrmation is in-valuable not only to the university librar-ian for decision making but also to otherunit heads and academic libr:rians

CoNcl,usrox

The library was lirrced by rising costs andgovernment fiscal measures to c(x)peratewith teaching departments in the task ofreducing journal commitments Neither

/267

Documenl Delivery of thelnlernolionol School forAdvonced Studies Librory ofTrieste 1992-1 995

Lucio [ubiono

fuce of decreasing budgets.

rn|- he International St'hool Iitr Advanced

Studies (ISAS), Iirunded in 1978, is an

research. It is krcated in Trieste, in n<lrth-east Italv. near the border with Skrvenia.The ISis has a small library that holdsabout 11,000 b<xrks and subscribes to liveCD-ROM databases (including Medline)and 400 currentjournals. The library spe-cializes in mathematics, physics, astron-omy, and biophysics literature. It is beingautomated with Tinlib (IME, London)

running on a UNIX platlirrm; this systemalkrws eight users simultaneou.s acce.ss tothe system.

Both the ISAS library and the neigh-boring library ol'the International Centerftrr Theoretical Physics (ICTP) of Triestehave a large collection of mathematics andphysics journals. But their journal collec-ii.-r or" insullicient lirr uiers in the hio-

students in the biophysics sector (see ta-ble r).

Lurro LunreNe is Assistant Librarian at the ISAS Library of Trieste, Italy (e-mail: lucio@library.

sissa.it). Manuscript received February 15, 1996; accepted firr publication March 22, 1996.

268/ LRTS . 40(3) . Lubiana

TABLE ITorel- NuvnsR oF JoURNAL ARTTcLEs REeuESTED sv ALL UsERS oF THE Scuoor,

No AfticlesNo Requests Forrnd in Italy

No Articles No ArticlesFound in Found in OtherBLDSC (inntries

NoNo Requests Rerluests

Cancelled Fulfilled

I992

1993

1994

I995

60

164

230

.5,52

60

r52

214

2908

4

I

I

I5

4I

60

164

222

328

With the growth of the biophysics sec-tor at the beginning ol'I990, the librarv'.sjournal colleciion was enlarged-but n'<rtenough to satisly all of the infbrmationneeds ofthese users. F()r this reason. the

and Kohl 1995). This was done in lgg2and expanded during 1993.

One o{' the principal bihliogranhict<xrls lirr locating iirumais in Italian librar-ies is the Catalogo collettirso nazionaletl"elle pubblicuzioni periodiche CNR, a:un-ion list of iournals of Italian libraries(ISRDS 1990). This is the only biblio-graphic trxrl covering nearly all the univer-sity libraries ol'the country The universitylibraries o{ Trieste, Udine, Padova, andthe ISAS are not included in this union

catalog became available on CD-ROM.The ISAS hbrary is still using this biblio-graphic t<xrl {or lrrcating joumals in Italianlibraries.

Another hibliographic source, even if'not up to date, Iirr locating journals in thenorthem part of Italy is the union list ofperiodicals of the libraries of Lombardia(Catalogo clei periodici correnti delle blb-lioteche lombartle 1985-1991). T<r verifujournal citations, the library als,, use.sGale'.s Periotlical Title Abbreoiations(1992) and Ulrtch's Intemational Peri-orlicals Directonl (199f). Italy does not

have a public r)r private centralized libraryplrvider of documents like the BritishLibrary Document Supply Center(BLDSC). This lack of a centralized ande{licient delivery service is particularlyevident in medical sciences ̂ nd phrrrnu-ceutics. For this reason a group ofmedicallibraries in central and northern Italy de-cided in 1983-1984 to lirund the lfalianAssociation of Documentation fbrBiomedical Research and the Pharmaceu-t ical Industry (GIDIF-RBM, GrupDoItaliano Documentalisti Industrie Far-maceutiche e Ricerca Bio-medica). Todavthis association is located in Milur wit[rabout firrty associate libraries (public, pri-vate, pharmaceutical industries, and }ios-

periodicals, is available only to its associ-ates both in print and online (Pesenti1995). This examrrle was not lbllowed bvother libraries in'other {ields of the sci-

"""f 1,, ,,,"ah"maticerl sciences, a uni.n listoI'periodicals owned by mathematics li-braries of Italian univeriities was created.This pr<{ect was undertaken in 1979 and19tt8 hy the Istituto per le Applicazioni delCzrlcokr (IAC) "Mauro Picone" ol'the Ital-ian National Research Council (CNR) andhas been continued by the University ofLecce. In 1991 the University of Leccebecame the center of the national infbr-mative system firr mathematics (SINM,Sistema Inl'rrrmativo Nazionale Der laMatematica), which will provid'e firr,among other things, the creation of an

LRTS . 40(3) o Notes on Operations /269

TABLE 2NUN{enn oF Re gunsrs oF BropHysrcs Use ns oF THE Sc;uoor-

No No Articles Reqrrested No Articles RequestedRerpests in Italy fiom BLDSC

1992

1993

1994

1995

. J I

I602069.4r.

, t t

r48194201

t2134L

ellicient public national delivery servicebetween mathematical libraries of Italy.

Within SINM, the University Of Lecce,in accordance with CNR, is c<xrrdinatingthe growth of the union list of mathemati-cal periodicals and is including in theCNR union list the mathematical peri-odicals of the IAC "Mauro Picone" (Isti-tuto per le Applicazioni del Calcol<r"Mauro Piccone" 19tt8). Also, the librariesof the Astronomical Observatories of Italyare building up a national bibliographicinfirrmation system in astrophysics, devel-oping a national union list of periodicalsowned by astronomy libraries, and creat-ing an ellicient national delivery service.This project, called the union catalog ofthe Italian astronomical libraries (CU-BAI, Catalogo Unico delle BibliotecheAstronomiche Italiane, http://www.oat.ts.astro.iVbibli</cubai.html), has among itsgoals that o{ creating iur ellicient and lhstdelivery service among the Italian astro-nomical institutes (Ferrucci 1995). Theseproiects will be superseded by the crea-tion. in the near luture. of the nationalbibliographlc service (SBN, Servizio Bib-liotecario Nazionale), which will pnrvide{or, among other things, the creation ofaneflicient public national delivery seryice.

Bropnysrcs SECToR oF THE Scnool

This is the main sector of the school thatdepends on photocopied articles. In thishighly specialized field of science it is es-sential that researchers be kept up to datewith infbrmation that could a{I'ect theircurrent work. The amount of scienti{icinfirrmation in this {ield is growing so rap-idly that no library can collect all of it. The

collection ol'biophysics .joumals in ISASlibrary is not wide enough to satisly all thein{irrmation needs of scientists in thisIield.

One source lbr infirrming biophysicsstudents o{'current bibliographic inkrrma-tion is Current Contents-Li{'e Sciences(available on computer starting {rom1993), produced by the Institute lbr Sci-entilic In{irrmation (ISI) of Philadelphia.This provides access to the tables of con-tents-and bibliographic data fiom currentissues of the world'.s leadinglournals in lif'escience. But this source did not increasethe number ofphotocopy requests at theISAS library. The growth of requests lirrarticles was noticed when Medline onCD-ROM was introduced in the library.

Medline has increased bibliographicaccess to inlirrmation and pressure fbrphysical access to in{irrmation. For thisreason the ISAS library had extended thecollection of biophysical journals, but notso wide as to ful{ill all of the infbrmationneeds ofthese users. Tkr meet the increas-ing rerluests of these users, the ISAS Ii-brary decided to increase the documentdelivery serwice lirr internal users (Alstonand C<xrmb 1992; Fox and Lancaster1994). When Medline was introduced in1992, the photocopying rerluests of bio-physics users numberedonly3l. In 1993,when biophysics students had becomemuch more knowledgeable aboutMedline, photoc()py re(luests grew to I60.During 1994, they grew to 206, and in1995 this total increased to 242 (see table2). At the time we noted that thereseemed to be a ckrse link between the useof Medline and the photocopy requests ofloumal articles.

270/ LRTS . 40(3) . Lubiano

We have alkrwed internal users to useMedline themselves to locate articlesunavailable locally so that they can re-rluest delivery at the library ollice. Inlact, photocopy requests ofarticles wereolten made on the same day on whichMetl l ine was consulted. We veri{ ied thiswhen users sent their rerluests to thelibrary writing the bibliographic cita-tion liom which the information wastaken on <lpposite lorms. More than507o of these rerluests arose {rom con-sultation with M;dline.

We also noticed that most of the docu-ments requested were pubhshed in jour-nals between 19t17 and 1994. For users inthis {ield oI'research, it is extremely im-portant to <lbtain an article as s(x)n aspossible. In order to check article citationsand their krcations, the ISAS library usesthe lollowing hibliographic tools:. CNR union catalog,. Regional union list of medical peri-

odicals,. Biblioteche u. Trieste, the catalog of

periodic'als at the Library ol Medicineof the University of Trieste,

o Ulrich's Periodical Directoru, ando Pariotlicd Titlt' Abbrcoitttktns.

At the same time, the ISAS librarybought journal catalogs ol the principalItalian biomedical library and the catalogsoI' the University of Trieste and Udine.This was done mainly to krcate journals inthe neighboring libraries ol the ICTP andthe University ol Trieste.

But the onlv librarv in Trieste that hasan ellicent documeni delivery serwice isthat of the central Librruy of Medicine oI'the University of Trieste. For this reasonwe started requesting articles lrom thisIlbrary, which provides articles {iom anin-house colleiction oI' approximately1,000 current subscription titles and liomthe biomedical institutes of the Universityof Trieste and other universities (Biti-lioteca centrale di Medicina Universith diTrieste 1990). The delivery serwice ol theTrieste Library of Medicine is ellicient,and requests are {illed within one or tw<rdays lf ihe journal is owned hy the mainlibrary or within a week if it is owned byanother library ol'the university.

All requests are sent to this library by

f'ax on a ready-made lirrm indicating, incapital letters, the title ofthejournerl, year,volume, issue, pages rerluested, authors,and the indication of the university insti-tute where the iournal is krcated. The ar-ticles and invoices are delivered once aweek by ISAS drivers. If the journals arenot lirund in the libraries of Trieste or inthe province, then they are krcated andordered liom other Italian librariesthrough the CNR union catakrg. I1 noneo{' these libraries owns the iournals re-<1uested, then rerluests are firrwarded tothe British Library Document SupplyCenter. Normally all requests are made byI'ax, phone, or e-mail.

Marnpuerrcs SEcroR ANDOrHER Srcrons

The principal bibliographic t<xrl Iirr krcat-ing mathematical journerls in Italian librar-ies is the Union Cutalog of Scientific andTechnical Periodicul,s, Iirst published in1979 under the title Catu.logo collettioolei pcriulici,scientifici c tet'nici. The sec-ond edition ol this publication was pub-lished in 1981; the third, in 19ti,8. Thisunion catakrg is available through the Ital-ian network GARR at the University oI'Lecce (gopher/server SIBAI.Unile.it or193.2(14.64.176 with login: "dsm") (Basileand Pettinati 1994).

Unlike users in biophysics, mathemat-ics users adopted a dill'erent bibliographicsearch linked more to books than to iour-nals or preprint. In f'act, the number ofrequests {irr articles in the mathematicssector was krwer than that Iirr the bionhvs-ics sector. Over a period o['three years,mathematics users, unlike those ol bio-physics, rerluested more articles with ear-lier dates. The articles requested werelound in the neighboring libraries of themathematics department of the Univer-sity of Trieste and of the IntemationalCentre firr Theoreticirl Physics (ICTP) ofTrieste.

But the principal provider of photo-conied articles firr mathematics studentsduring 1992-1995 was the mathematicsdepariment library of the University ofTrieste In l'act, this library has the mostcomplete collection ol mathematicrJ j<lur-

LRTS o

nals written in EnElish and German innortheastern Italy.

In 1992 the mathematics sector of theschool requested 10 articles, while in 1993only 4 re(uests were made. In 1994, 21documents were rerluested by the mathe-matics sector of which onlythree were notftrund in Italy and were requested liomthe BLDSC. In 1995 mathematics usersrerluested 15 journal articles, all ofwhichwere firund in Italian mathematical librar-les.

Astrophysics users did not rerluestjournal articles during 1992-1994. In1995 astrophysics users rerluested I3iournal articles, of which all were firund inthe library of the Astrophysics Observa-torv of Trieste. which has the most com-pleie collection ofastrophysics journals innortheastern Italy. The physics users of'the school have access to a wide range ofinlormation s()urces available inside thesch<xrl irnd on network sen/ers over theInternet (among them the Babbage pre-print server, the Los Alamos preprint serv-er. and the SLAC (Stanfirrd Linear Accel-eration Center) preprint server atStanfirrd University, all of which also pro-vide document delivery) It is perhaps lirrthis reason that users rettuested only asmall number of journal urti"l"r dn.ittg1994 (2 documents) and 1995 (2 docu-rnents).

In the {ields of physics and astronomy,the American Institute of Physics (AIP)has developed the physics infirrmationnetwork called Searchable Physics In{irr-mation Notices (SPIN), which coversevery major iuea of physics research (da-tabase, iournals, abstracts, conf'erenceproceedings, preprints, and electronicbulletin boards). In ad&tion, the newdocument delivery service Articles inPhysics provides full-text copies ofjournalarticles, proceedings, journal issues, andother AIP publications (Anderson andPausch 1991, Albrecht and Egret 1991,

Judd and Perugini 1994, Elxis 1995, Heckand Murtagh 1993, and Ricart 1995).

No one in the neuroscience sector of'the sch<xrl used the delivery service lirrrerluesting documents unavailable in theISAS library This sector is relatively new(Fox and Lancaster 1994).

40(3) o Notes on Operations /27I

BRrrrsH LTBBARY DOCUMENT Suppr-vCENTER (BLDSC)

Photocopy requests lirr articles were sentto the BLDSC only when the requestediournals were not {irund in an Italian li-'brary.

BLDSC was chosen due primarilyto the lack of a skilled Italian supplier ofscienti{ic documents, and also due t<rBLDSCT strong experience in the docu-ment delivery field. The relationship withthis document supplier started in 1993,when the number of documents re-quested by internal users increased. Fromthis point on the relationship with BLDSCwas clear and no problems a.r<)se.

At lirst it was thought that the best wayof paying BLDSC would be to purchasecoupons through the British Council. Butthis idea was dropped, and in 1994 a de-posit account was opened by which theISAS library paid in advance lbr deliveryrequests. This method of payment was thebest choit'e litr both pirrties.

In 1993 and 1994, 15 photocopy re-quests were made to BLDSC; of these,<inlv 2 were made bv mathematics usersutt,i t by a physics student.

During these years all photocopy re-quests were mailed using a ready-madelorm supplied by BLDSC, on which wereindicated the title of the journal, year ol'publication, volume, issue, page, authors,source of infirrmati<ln liom which it wastaken, and BLDSC'.s coupons. In 1995 themethod oI'request was changed, and in1995 all requests were sent through elec-tronic mail using BLDSC'.s ERTEmailsystem. In 1995 we requested 41 journal

articles, all of which were made by bio-nhvsics users ol the school. All documentswere sent to the ISAS library liom Eng-land by mail, and all rerluests were {ul-Iilled within a period of one or two weeks.Alonq with the articles, the BLDSC alsrrsent lhe certilicate of clearance of copy-right.

Pnrvern LTBRARTES

Private libraries were contacted onlywhen the journal was not lirund in publiclibraries. The requests were made by tele-phone or lax. In 1992 the ISAS library

272/ LRTS . 40(3) . Lubiana

requested only 3 articles lrom 3 Italianprivate libraries. During 1993, 12 re-rluests were sent to private libraries in thepharmaceutical industry and one to a hos-pital library (Hospital S. Rafl'aele Milano);all were lullilled free of charge.

In 1994, 9 rerluests firr articles weresent to 7 difl'erent Italian private libraries:Carlo Erba of Milano, Gluo of Verona,Fidia of Abano Terme (Padova), library ol'the International Centre of Genetic Enr{-neering and Biotechnolo6l, (ICGEB) irf'Trieste, and the library ol the S. Ra{I'aeleHospital of Milan.

In 1995, only 2 rerluests f'or documentswere sent by the ISAS library to the firllow-ing libraries: Fidia oI'Abano Terme (Padova)and Smithkline Beecham of Milano.

Most articles were delivered by mailwithin one week of the requests. During1993-1995, the photocopy requests toprivate libraries were also lree ofcharge.None oI'the Italian private libraries re-rluested that the ISAS library observe theregulations oI'the Italian Copyright Act1941.

Cosrs euo Mnrnon oF DELTvERy

All documents ordered and all deliverycosts during the period 1992-1995 werepaid lirr by the ISAS library. Requests firrdocuments made to ISAS liom internalusers were received in the traditional wavIrom 1992 to 1995 viawritten application'.sor telephone calls. ft expedite this proc-ess, in 1994 the ISAS library developed aspecial order firrm lirr delivery service onpaper that was distributed to intemal us-ers. Users requesting documents lilled inthe lirlbwing in{irrmation: user name, ar-ticle title, journal title, year ofpublication,volume, authors, and ;ournal issue.

Prior to 1994, the library did not re-ceive requests firr documents lrom inter-nal users via e-mail. Starting in 1995, thelibrary began to receive photocopy re-rluests through e-mail, which will makepossible the expansion ofelectronic docu-ment-delivery. This project is still beingtested.

All delivery transactions with other li-braries were conducted via lax, mail, tele-phone, or e-mail. Documents were deliv-

ered within 12 hours of receipt of therequest. The most urgent requests werefilled within one hour via f'ax. But the costof delivering articles via I'ax is much higherthan by ordinary mail. Most university li-braries in Italy supply documents and ex-hange bibliographic inftrrmation liee ofcharge between peer institutions.

The principal provider of documentsto the ISAS librarywas the central libraryof medicine of the University of Trieste,which charged the ISAS library ftrr docu-ment delivery. The other libraries, withthe exception of the library ol'Centr<rRegionale Oncologic<> of Aviano (Porde-none), the library of the Department ofPharmacology of the University ofMilano, and one insitute of the Universityof Florence, did not charge lirr photocop-ied articles.

None of the Italian libraries requestedverilication that the ISAS was in confbr-mance with the Italian Copp'rght Actl94l before supplying an article. This w:rsdone only by the hospital library ol'theCentro Regionale Oncologico of Aviano(Pordenone), which put a copyright re-lease statement on the lirst page ol'allarticles pr<xided: "a copy ol the documentis required {or the puryrose of research orstudy and in accordance with the Copy-right Act 1941."

AII Italian public 'xrd private librariesoutside Trieste sent clocuments to ISASusing ordinary mail, and the deliverytimes were dill'erent between cities, rang-ing liom two to three weeks liom the dateof request. During 1995 very urgent re-quests were sent via e-mail or {'ax. Onedocument was received via e-mail fiomthe Skrvak republic in PostScript {'rrrmat,and the documentwas printed in the ISASlibrary.

CoNCLUSToN

Tir imnrove the sources of in{irrmation tilrISAS'.i users, it will be necessary to inte-grate delivery service into the aut<lmatedsystem ol the library, which will allow us-ers to send and receive documents moreeasily and quickly. II in the future thenumber of rerluests lirr photocopied jour-nals articles continues to increase, and if

LRTS o

the ISAS library will have to eliminatemure journal subscriptions, then theschrxrl should consider the possibility ofautomating this service and linking it tocommercial suppliers firr lull-text articledelivery.

These .suppliers allow libraries to arloptmore cost-ellicient serials strategies, toenhance the automati<ln of delivery serv-ice, and to establish user-mediated docu-ment delivery sewice ordering (Jackson1993, Hugenholtz lgg4, Capelli 1994,Revelli 1994, Canrtti 1994, and Boretti1995). Finally, the electronic retrieval andnetwork delivery ol lnternet resourceswill change the way infirrmation will bedelivered to end users.

Another goal of the library is to mergethe delivery service into the daily ref'er-ence w<>rk of the ISAS library making useof electronic resources as a regular part <lfref'erence service. But the Italian situationin delivery service has remained behindthat of the European market, with deliv-ery methods skrwer than those of otherEuropean countries. In Italy we do noth:rve a clear law on copyright, and royal-ties on photocopied articles in .journalsnormallv are not reouired. The ItalianCopyright Act of I94i must be changed,and a new copyright bill must be passedthat will also consider the rluestion ofownership of tlocuments posted on theInternet. This situation must chanqe inorder lor Italy to catch up with the Euro-pean market.

Wonxs Ctrro

Alexis, D. 1995. More product inlirrmation byTelrret and the World Wide Web ComTtrtt-ers i.n Tthysics 9, no 2: 13lJ-39.

Alpigiani, C., and A Grilli. 1994 Dal presititointerbibliotecario llla lbrnitura di docu-menti. Bollettino AIB 34, no 2: 163-70

Alston Y, and J Coomb L992. Bi.osciences.New Yrrrk: Stockton Pr.

Basile. C.. and C Pettenati . 1994 La bibliotecaairfi rale. Milano: Editrice Bibliogralica.

Biblioteca centrale di medicina & Trieste.1996 Catulogo dei periodici delle blb-lioteche biomediche di Trieste. Trieste:Biblioteca centrale di Medicina

Biblioteclre a Trieste. 1993 Listu tlei peri-odiai. Trieste: AIB.

40(3) o Notes on Operations /273

Boretti, Elena. 1995 Dal &vieto al servizio.Bi.blioteche o ggi L3: 7 2-7 4

Carotti, Carlo. 1994 Innovazioni? Si ma virtu-ali Ciornale della libruria 108: 24.

Catalogo collettioo dei pariodici tlell' Unh:er'sitit decli Shdi di Udi.ne. 1989. Firenze:Leo Ol.schki.

Catalogo dei Tteriod.ici correnti. delle bib-lioteche lombarde. 1985-1991. Milano:Editrice Bibliogralica.

Cutulogo regionule dei periodici di bio'chimi.cu, farmucologiu, metlicinu. L990.Trieste: Area ner la Ricerca Scientilica eTecnologica diTrieste

Comba, Valentina. 1994 Il servizio di docu-ment delivery e le biblioteche. Boll.ettinoAIB 34, no. 2: 201-6.

Dutubases and online rluta in ustronomq1991 M. A Albrecht and D Egret, eds.Dordrecht: Kluwer.

Ferguson, A., and M. Price 1995. Documentdelivrry Sta{Iing, technology, and budgerirrg implications. The seriuls librarian 25:319-25

Ferrucci. Marco. 1995. CUBAI : Un sistemainlirrmativo bibliogra{ico nazionale perI'astronomia Bollettino AIB 35, no.3:3fJ1-u6

Fox, Peter T., and fack L. Lancaster 1994Neuroscience on the Net. Science 266:994-96.

A gilde to li.branl seroice in mathematics1993. Nancy D Anderson and Lois D.Pausch, eds. London: JAI Pr.

Holt, I., and Karen A. Schmidt. 1995. CARLUnC<rver or Faxon Finder? Library re-sou,rces {s technical seraices 39: 221'-28.

Hugenholtz, P. G. 19$4. Copyright and elec-tronic document delivery sewices. Inter-lentling antl tloarment srtpply 22, n<>. 3:{J-14.

lntelligent information retri.ersul l903. Andr6Heck and F. Murtaugh, eds Dordrecl-rt:Kluwer.

Istituto per le Applicazioni del Calcolo (IAC)"Mauro Piccirne." 1988. Catulogo collet-tioo dei periotlici. scientifici e tecnici Isti'tuti e dipartimcnti nwtetrurti'ci uninsersi-tari Istituti matemttici del C.N.R. , 3d e<I.Roma: C.N.R

Istituto & Stu& sulla Ricerct e Documentaz-ione Scientifica (ISRDS). 1990 Catalogocollettioo nazi.onule delle pthbli'cazioni pe-riodiche CNR. Roma: ISRDS.

Istituto Superiore di Santinl. 199O. Cutalogodei periodici indicizzati. nel Medlurs'presenti nelle blbli.oteche biomzdicheitaliune. Roma: Istituto Superiore di San-t in l .

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Jackson, J\{ary F. 1993. Document deliveryover the Internet. Online 17, no.2: l4-2i.

Kobl, David F. 1995. Revealins UnCover. On-I ine 52:52-60.

Pedersen, W, and David Gregory 1994. Inter-library loan and commercial &rcumentstrpply. J ou.rnul of acadomic librarianshiTt20, nos 5/6: 263-72.

Periodical title ubbreaiutions 1992 Leland GAlk i re, ed Detroi t : Gale.

Pesenti, M. 1995. La qestione econr>mica di uncentro di inlirrmazione. Biblioteche oggi13, no. 6: 82-1J4.

Presitito Interbibliotecario: modaliti di tras-missione dei documenti e recupero spese.1995. SBN Not iz ie nos.7/2:27-29.

Revelli, Carlo, 1994. Pareri contrastanti sullefirt<rcopie. Biblioteche oggi 72: 46-51

Ricart, C 1995. The scholarlyinfbrmationWebComputers in phqsics 9, no. 4: 360-63

Rollins, Stephen J. f986 Document deliv-ery ln Scientific und technicu,l libruries.Or lando: Academic Press, 205-30.

Sistema In{irrmativo Nazionale per laMatematica. 1992 Atti drl ScriinarioLecce: Universitii di Leccc

Ulrich's intem,ational period.icals tli.rectory:The serials directory. 1991. Birmingham,A I t . : EBSCO.

Universitir deqli Studi di Trieste Bibliotecagenerale 1992. Catalogo dei period.ici cor-renti (aI 9/10/92). Trieste: Universit) diTrieste.

Waldrorr, Mitchell M. 1995 On-line archiveslet 6iologists interrogate the genome Sci-encc 269:1356-58

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/275

Gross-Rools Colologing ondClossificotion: Food for Thoughtfrom World Wide Web Subiecl-Oriented Hierorchicol Lists

Dqvid G. Dodd

.l-r ibrarians are only beginning to makesignilicant strides in pr<wi&ng access to ma-terials on the Intemet. The advance guardin this endeavor includes comnuter nerds.scientists. or just plain tirlks who want t()impose some hnd of <lrder on the exponen-tially expanding mass of in{irrmation distrib-uted by various means over the Intemet.Speci{ically, the intnrduction of the WorldWide Web (herealter the Web) h:rs giventhis avant-garde a powerful t<xrl-the use ofhypertext linking-to allow lirr rapid move-ment ar<>und the Intemet.

This is not to say that the prol'ession hasbeen inactive in this re{ard Evidence thatthe library prof'ession is moving to secure

a role in the organization ofthe Internetcan be firund in the ioint OCLC OnlineComputer Library ienter, Inc./Depart-menf of Education project, "Building aCatalog of Internet Resource"; OCLC'Swork on providing Persistent Unilorm Re-source Locators (PURLs); the introduc-tion of the 856 tag into the MARC recordto allow firr the recording of Unifbrm Re-source Locators (URLs); and the increas-ing appearance of advertisements by librar-lei seeking to hire librarians specilically t<revaluate, select, and catalog electronic re-souK'es. Taylor (1995) includes a hriel'sec-tion regar&ngsubjectacress to the Intemet,and the various proiects being undertaken

DAvtD G Dooo is Assistant Professor, Cataloger and Archivist at the Kraemer Family Library

University of Colorado at Colorado Springs (e-mail: ddodd@brain.uccs.edu) Manuscript re-

ceived December 15, 1995; revised Mirch 20, 1996; accepted {br publication March 30, 1996

276/ LRTS . 40(3) . Dodd

hy librarians to prrMde crrntnrlled vrrcabu-lary actess to the'chilrs ol'the Intemet.

ln our rush to apply standards ol'li-brarianship to this expkrding medium, Ibelieve it would, howevet he unwise t<rignore the ellirrts of those who have goneahead and attempted, ()n their own, t,rprovide access to the medium. The hy-pertext link is easy to construct. The Webis graphically attiactive. Perhaps that iswhy web users have shown so much inter-est in organizing this inli)rmation.

Please note that the observations andconclusions drawn in this paper are basedon a snapshot of'a quickly moving targettaken in late September to early Octoberol' 1995. I selected a small subset of avail-able subject-oriented hotlists (Yahrlo,Magellan, nnd the Whole Internet Cata-log) and search engines (Lycos, Intercat)firr examination, and scrutinized hoththeir use ol principles of c.ategorizationand the language they used. The instabil-ity and {lux inherent in the Web mean thathy the time this paper sees print, muchwill have chanuei and ev,,lved. For in-stance, the Yahiro list has evolved signi{i-cantly since October 1995: It now pro-vides access to multiple search enginesand also conduc,ts searc'hes ol'its own sub-ject category words, a f'eature not availableat the time of the original snapshot.

An earlier snapshot appnrach to the rlues-tion ol weh ac\.ess to inlilrmation resourceswas crrnducted by Kambitsch (lgg4), wh<rpresented an anecdotal approach to evaluat-ing vnrious Intemet search engines. Theseincluded Archie, Venrnica, and the Clear-inghouse lirr Subject Oriented Internet Re-sources atthe Universityof Michigan, based<ln a search lbr a hrown itern.

Grrvprur, PRTNcTpLES oFWBn Horlrsrs

The subject-oriented hierarchical classifi-cation system used by many web indexesrepresents one of the two major streamsoI'thought on how hest to provide access

{irr a resource works down into the hierar-chies beginning at the top with the broad-est category and proceeds through thesubcategories until arriving, it is hoped, atthe goal-the resource that will deliverthe sought-alier inlirrmation.

The other major trend in accessing re-sources on the Intemet involves searchengines that exhaustively scan the Web firrmatches on keywords. Examples of theseinclude WebCrawler and Lycos. The mostsophisticated indexes provide both searchandbrowse capability. Latea Iwill prrwidesome comparison between this grpe ofsearching and the results obtained bybrowsing hotlists.

Yah<xr, a proiect begun in April 1994by computer science Ph.D. students JerryYang and David Fib at Stanfbrd Univer-

of as many as 800-900 new resources in a

broad categories, with some of the m<lstfrequently sought subcategories noted ina smaller font beneath thern.

According to an interview conductedvia e-mail wiih Srinila Srinivasan, who isin charge oI' Yah<xr'.s 'irntological

andhierarchical" matters, there are severalmajrlr {'actrlrs driving Yaho<l'.s structure(Srinivasan 1995):

1. Headings should be as c<rncise andprecise as possible. That means tak-ing into account the context, or lullpath, of the heading in question s<rthat, e.g., the same category is iustcalled "Therapy' under Entertain-menVMusic/ but is called "MusicTherapy" under Health,/AlternativeMedicine/.

2. Headings should be commonly usedwords and phrases that are likely t<rbe utilized in a search r1uery.

LRTS 40(3) Notes on OTterations /277

Figure l. Yahoo's Opening Screen Categories.

3. Headings should be consistent acrossYahoo so that, e g., "Indices" meansroughly the same thing in any Yah<xrcategory specific to that category.

4. Ref'erence texts (dictionaries, alma-nacs, encyclopediae, etc.) and humanspecialists, when necessary are con-sulted to create useful, lhmiliar cate-gorization schemes.

Asked at that time about luture plans,Srinivasan stated that Yahoo intended t<rimplement keylvord searching on its ownsubject categories in the near luture(whlch has since become operational) andhoped to use transaction-based analysis ofrlueries to evaluate its choice of catego-ries. She stated that they are also planningto investigate the use ol thesauri to im-prove seaich results (Srinivasan 1995).

Magellan, another sophisticated site({igure 2), has fi{teen broad categories.Although it lists no subcategories on its<lpening screen, activating the link on anyof the main categories brings up a secondlevel o{ subcategories. These range innumber liom a krw of eight (under "Re-

ligion & Phikrsophy'') to a high of twenty-nine (under "Business & Economics").

The Whole Internet Cataloq (WIC)goes into greater detail, listing all of itssubcategories on its opening screen, butadheres to the keynote of web organiza-tion: grouping the subtopics under thir-teen broad categories.

Also worth examining are three goodexamples of the "labor oI krve" (i.e , clas-sification systems not under the auspicesof any institution rlr business): Hackstadt'.sHierarchical Hotli.st (H3), Hay'.s Way.s,and Joel'.s Hierarchical Subject Intiex(IHSI). H3 has twenty main categories,three o{ which are directly related to com-puting. Hay'.s Ways hir-s a compact graphical user interlace that alkrws selectionlrom a menu of ten broad subject catego-ries. JHSI has six main categories, withthifty-two subcategories.

|HSI also includes a section on thetheoretical background oI hierarchicalsubject indexes (jones 1995). I will quotelrom it at lencth because it indicates thesophistication of the thinking behind

278/ LRTS . 40(3) . Dorld

Figure 2. Magellan'.s Opening Screen Categories.

these hotlists Note that the author, agraduate student in Computer Science atthe University of lll inois, Urbana-Cham-paign, is a little luzzy on, but by no meanscompletely ignorant o{, the principles of'librarianship, and seems intent on findingthe best way to provide access, regartllessofprior conceptions.

Why u hierarchical imLexl Because thereisn't a good one available yet. Existing at-tempts at providing an index based on a listofsubject headings thus {ar have been veryshalkrw, having only one or two levels.Wouldn't unother klnd of lndex he better'lFor some kinds ofsearches. ves There arealready many diflerent keylv,,rd and suh-jectJreading based indexes to sources onthe Internet The problem with these in-dexes is that knowledge of kelwords are

needed by tl're person doing the search lna traditional library setting, relerence li-brarians can provide help to patr<>ns inchoosing the appropriate terminology,Tl.ris is less true on the Internet.So htxo does a hierarchical inrlex solae thekeyuorrl ignorunca problem? By having a

hier:rrchical structure, browsing the sub-ject headings hecr>mes possible It is as-sumed that the person doing the searchwill have some knowledge of how theirsearch targets lits into the over wealth of'

human knowledge. F<>r example, if some-

one is looking lbr a C+ + compiler, they will

try to Iind a re{erence to it in the areas of

knowledge related to technokrgy and theucomputers, rather than religionWhy mt pick Deueq or some other uell-established clussification system usetl inIibraries? The problem with Dewey andLibrary of Congress subject headings is

tliat they are all "a mile wide and an inchdeep " Also, they don't closely match thesort of divisions that a domain expertwould use, except in certain circum-stances

If some systernisn't chosen, uon't this leurJ

to chaosl The ildexers on IJHSI] arestrongly enoouraged to use pre-existing

classilication schemes, such as the ACMComputing Review Classificltion Scheme,or the Encyclopedia of Social Sciencesscheme

. B[sio6r & Ecoomicso Comnicrtioso Comriior&Mdeoeliceo Edrcdiono Enghctriog&TecholoSlo Govcrment&PoEticeo ltrealt & Medicine

Nar Scarch I Advnced Serch I Add Sitc I Eeb I Fccdbed< | Abod Maqdbn

LRTS O

Shoukln't the index haoe clussification and.es

thut are recognizubln by somtzone from Ii-hrury science so thut ex:perts fromthe libranl

fi.eld cun quickly find their oay anxrnd?

This would be a great addition However,

since []HSI] is to have a distributed manage-ment model, we luve assumed that it would

be ensier if domain experts who are respon-

sible lbr indexing a topic area chose a classi-

lication scheme that works best Ibr their{ield If this happens to match LC or UDC,{ine. If someone wants to use a traditionalsubject heading classilication to classi{y thes()urces on the Internet, they are welcome

to do so

Tnn ConnrsPoNDENcE oF BRoADSur;ncr Tnnus ro TRADTTToNAL

CussrrrcrrroN ScHEMES

Although there is quite a bit of variationin the way specilic topics are placed underthese broad umbrellas (table 1), there isnevertheless wide consensus that peoplecan use this hierarchical approach rluitereadily to narrow a search.

The column on the lelt ln table I showsthe main classilication divisions lirr bothLibrary of Congress Classi{ication (LCC)and the Dewey Decimal Classilication(DDC). The columns under each hotlist.show the {irst-level category that containsthe corresponding LCC or DDC category.Depending upon the wealth of materialavailable, browsing via hierarchical listsmay require as many as {ive levels of hier-archy, as in Yahoo'.s q'pical chain: BroadsubjecVsubcat egorylLevel 2 subcategory/Level 3 subcategory/topic. For example,the resources <ln r<lck musician Terrv Gar-cia are under "EntertainmenVMusic/Art-

ists/Grate{ul Dea<V}erry Garcia." This ar-rangement s<lmetimes Ieads users down afruiiless path if they guess incorrectly atthe lirst two levels of categories. For in-stance, note that Magellan puts "General

Ref'erence" under "Popular Culture andEntertainment."

Trnuruorocy

A sampling ol'term.s lrom each t>l'threehierarchies was checked aqainst the

40(3) o Notes on Operations /279

OCLC subject authority {ile. Filty termswere selected f'rom the 197 terms used byWIC; 17 were valid subject headings, 4were valid see rel'erences, and the remain-ing 29--<rver half-were not lirund in theauthoritv {ile. Fi{'W terms were selectedfiom the 63 terms used by Yahoo; 30 werevalid subject headings, I were valid seeref'erences, andthe remaining 12 were notin the authority file. Sixty terms wereselected fiom the 228 terms used byMagellan; 25 were valid .subject head-ings, 12 were valid see ref'erences, andthe remaining 23 were not in the author-ity lile. Of the resources evaluated,Magellan uses an approach in its assign-ment oI'categories t<l indexed resourcesthat is most similar t<> the Libran1 ofCongress Subject Headings (LCSH).

Sunlncrvs. Fonu

In general, there is a tendency among thecompilers of these sites to mix togetherwords that describe the aboutness of theresources being pointed to, and wordsthat describe the lorm of the resources.For example, "Dictionaries & Ref'erenceGuides" is used by WIC, as is "Econom-

ics." This is always an issue, and presentsa trap into which this avant-garde seemsto have fhllen. It is disconcerting to seewhat appears to be a separate heading"Careers & Empklyment" or "Indices" re-peating itself again and again under vari-irus maj<lr categories, until one realizesthat the heading is only meant to apply ttrthat particular category.

Both Magellan and Yahoo, in particu-lar, use this strategz, and it makes g<xrdsense a{ter a little while. Srinisivan'.s com-ment above makes it clear that this is aconscious decision on the part ol'the hier-archy's designers, corresponding to thecataloging practice of {ree-Iloating sub-olvlslons.

Snencn vs. BRowsE

Some work has been described in the lit-erature that attempts to detine and di{I'er-entiate between "browsing" and "search-

inq" lor information. The delinition of

280/ LRTS . 40(3) o Dorkl

TABLE 1A

BROAD TOPIC'NAMING IN SELECTEP HTSRARCHICAL LISTS COMPERNP T(I

Bnoeo LC Cu,sstntcettoN OurltNn

LC L'lass Term Yahoo

www Hierarchical Lists

WIC Magellan

General Works

Philosophy

Psycholory

Religion

History 6(Social Scierrce

Geography

Anthropology

Recreatirn

Social Scielces

Political Science

Law

Education

Music

Fine Arts

Languages &Literature

Science

Medicine

Agriculture

Technologr

Military Science

Naval Science

Bihliography &Libriry Science

Relerence

Social Science

Social Science

Society & Culture

Social Science

Science

Social Science

Recreution

Social Science

Social Science

Government

Education

Entertainmentalso: Arts

Arts

Arts

Science

Health

Science

None

Government

None

None

Education

Humanities &Social Sciences

H & S S

Lilb & Culture

H & S S

H & S S

H & S S

Recreation, Sports, &HobbiCs

H E { S S

Government &Politics

G & P

Eduurtion

Arts &Entertainment

A & E

H & S S

Science &Technololry

Health &Me&cine

Business & Finance

S & T

Governmeilt

Popular Culture &Entertainment

Religion& Philiisophy

N<ltte

R & P

Humarrities

H & S S

None

Sports &Recreation

H & S S

Grrvernment &Politics

Law & Criminal

Justice

Educltion

Arts &Music

A & M

H & S S

Science

Health &Me&cine

Science

Enqineering &Technokrgy

Government &Politics

NoneNone

None H & S S

"browsing" used in this Paper was given in

Chang and Rice (1993, 25tl):Browsing is the prttcess <lfexp<lsing oneselfto a resource space by scanning its content(ohjects or representations) antVor struc-

ture, possibly resulting in awareness ofun-

expected or new content or paths in that

Tesource sPace.

A series of six searches, three for

known items, and three lbr general sub-

LRTS . 40(3) o Notes on Operations /287

TABLE 18

Bn<l,cD Toprc NeltrNG IN SELECTED HTERARcI{Ical LIsrs ColtpanBp ']]o

B noep Drwev Clesstptr,'euoN OUTLINE

WWW Hicrarchicrl Lists

Dewey Ti4rics Yahoo WIC Magellan

General Knowledge

Psychology &Philosophy

Religion

Social Sciences

Language

Science

Applied Science

Art

Literature

History & Biography

ReI'erence

Social Science

s & cSocial Science

Social Science

Science

Science

Arts

Arts

Social Science

Education

H & S S

L & C

H & S S

H & S S

S & T

S & T

A & E

H & S S

H & S S

Popular Culture &Entertainment

R & P

R & P

H & S S

H & S S

E & T

E & T

A & M

H & S S

H & S S

iects, were conducted in each offive data-bases: Yahoo, WIC, Magellan, Intercat(the catalog of the Building a Catalog ofInternet Resources Proiect), and Lycos.The lirst three of these were subiect-ori-ented l ist.s. Ol ' the three, one (WIC) hadno keyword search capability. Yahrxr andMagellan were searched using both thekeyrvord search capability and the browsevia subject hierarchy technirlues. Intercatis based on the MARC firrmat, and repre-sents the ckrsest thing to a traditional li-brzuy approach to the Internet When thesearch tests {br this paper were conducted,the Intercat database was too small to testaderluately its browse capability, althoughit does allow one to browse in a purelyalphabetical list of words. The remainingdatabase, Lycos, is purely a string-match-ing searchable index (table 2).

In table 2 it is demonstrated that lirrknown-items, search capability is opti-mum. For subject-type rlueries wherespecilic items are not known, searching isolten not as efl'ective a.s browsing, espe-ciallv in Yahoo. which did not at that timealkrw lirr searching of its own categories.

Figures 4 through 7 give the entry of asearch firr the National Museum of

American Art conducted in each database.Magellan (ligure 7) and Intercat (ligure 4)p.,rvid" the most disciplined approach ttrtheir records. Intercat uses MARC, and

catakrging becomes apParent, as the con-tent of the Web page is well-rellected inthe MARC record that describes it.

CoucrusroNs

It is possible that we have a microcosmin th; Web, under development, of twtrdistinct patterns of human behavior vis-5-vis how we find things. Subject<rrientedhierarchies are prel'erred by "browsers,"

while search-oriented indexes are lor themore analytical-minded among us. P-er-haps this i.i a lelt-brain vs. right-brain dis-tinition; this may be an area {or lurtherresearch. One might make a case lbr acorrespondence to sub'iect-heading ac-cess versus shelf organization. It seems

TABLE 2Ccrvpenrsorl oF SEARcH ANo Bnowst rN Foun Rnsoun<;e s

Known-item searches

I. The Nine PlanetsA. Yahoo:

L Search: Delivered site and a mirror site2. B nnose : Science/Astronomy/?lanets/Nine planets

B. Magel lan:L Search: Delivered site as lirst record.2. Broose: science/Astron.myl (tl'ren prompted lbr additional w'rds-added "nine"which delivered the site).

C WIC: Brouse-only: Science and Technology/Astronomy/Nine planets.D. Lycos: Search only: Delivered site as #2 hit.E Intercat: Search only: Delivered site

II National Museum of American Art (NMAA) (see ligures 5-{3):A Yahoo:

I Seurch: Found five matches, includinq NMAA2. B rorcse : Arts/Mrrse ums/N M AA

B. Maqellan:L Seurch: Delivered NMAA at top of list of more than sixty results {irund2. Broose: Arts & Music/Art Museums: (then prompted lbr ad&tional wortls-added"American Art" which delivered a list: NMAAit #4).

C WIC: Brouse <tnh1'. Art and EntertainrnenUMuseums and Art Historical ResourceVNMAAD. Lyc<rs: Search only: Found seventeen documents, all related to NMAA.E. Intercat; Search onlu: Delivered site.

III. Internet eublic Library (ffL),A Yahrxr:

I Seurch: Eleven matches, ilcludinq the site2. B ro us a : Relerenr.e/LihrarieVIPL

B Magellan:I Seurch: Timed out hvice in succession.2. Brorose: Educational./Libraries/ (dren prompted Ibr additional words-added" i t r ternet"- lPL rrot int . luded i r r resul ts)

C WIC: Brotase only: Education/Libraries/IPlD. Lycos: Search only: Delivered 418 documents; top live were {irr IpL.E Intercat; Saarch only: Delivered site.

Topic searchesI "Solar system":

A Yahoo:I Seurch: Thirty-lbur mzrtches2. Broose: Science/Astronomy/nothing under "solar system "

B Magellan:I Search: Found more than sixty records containing either or both words.2. Browst': St'ience,/Astronomy/ (tlren llrompted tor :rdditional words-added "solarsystem " whit.lr deliveretl twenty-nine iec,,ris ).

c. wlc: Brouse-onh1: science & Technokrlry/Astronomy/ lbund three pertinent recordsD. Lycos: Seurch onlg: Retrieved 350 documents

IL "Impressionist painting":A. Yahoo:

I Search: Three matches.2. Bnnase: Arts/Art Hist.ry/Genres/Impressi'nism (.othing under impressionistpainting, per se).

B. Magellan:L Search: More tban sixty records {irund2. Brouse: Arts & Musicy'Art History/ (then pr.mpted lbr ad&ti<lnal w'rtls-added"imprcssionist" whitlr delivered no ietrrrds)'

( i ( )NTINtiED oN NExr PAcE

LRTS o 40(3) . Notes on Operotions /283

TABLE 2 (continued)

C. Wrc, Er^"r" ,^Iry: Arts & EntertainmenVMuseums and Arts Historical Resources:

no Iirrther resultsD Lycos: Seurch rnth1, Delivered 283 documents

III "Quotations":A Yah<xr:

L Scurch: Twenty-eiglit matches2 Bnnase: Re{erelce/Qu<>tations,

B Magellan:

that there are simply not enough ways togroup things together lirr improved ac-cess;;ew rnethods ol congkrmeration willalways emerge.

Some of the recent devekrpments inl ihrary automitt ion are rel lected-in, r,r pos-sibly rellect, the prolil'eration ol .subject-oriented hierarchical hotlists CARL Cor-poration'.s popular product, the KidlCatalog, and its corollary lor trdults, Eve-

L Seurch: Twenty-eiglit matches.2. Brouse: Ponular Culture and Etitertaiument/Ceneral Relbrence: (then prompted

ftrr additional-words-added "rluotations" wirich delivered lour sites).

WIC: Brtnase 0nlrl: EducatirD/iictionaries & Relerence Guides/ (Bartlett's is listed)

Lyc<>s: Search onLT: Delivered twenty-three documents.

ryhody.s Catalog. certainly have elements,il thir ht,,*,.rbility, as evidenced by the"expkrre" t'apahility in Kidls Catalog (under

d.vel.rpment firr Everyhodyls Catal<tg)'

Wonxs Crrro

Clr lnt l , SIun-lu. and Donald E. Rit 'e. 1993.B iowsinu: A mult idimensional l iamework.Anmtul rleaiero of informution sciance antltechnologl 28:23I-76.

( ,D

Figure 3. Hayi Ways Opening Screen

Ofi) nmm Ia001 33004857003 OCoITC005 19950615000908.0008 950818m19959999dqrn u engd245 0O National Irfnseum of American Art $h [computer file].2,f6 3 Smithsonian Institrtion National l\duseum of American Art256 Computer data.2ffi Washington, D.C. : $b National Ivfuseum of American Arg $c 1994-500 Title from title screen.505 0 Directo/s wdcome - Generat infornration - Research resources - Artworks -

Education - what's new? - I\duseum departments - publications - Feedback -Spociat edribitions - Renwick gallery - Search.

520 "Welcome to the National lt[useum of American Art's new World Wide Web site.we will be adding materials daily, so come back often. rn the meantime, enjoyviewing and reading about over 500 works ofart; reports ofupcoming andrecent eveNrts; and interactitrg with staf and some ofthe artists in thecollection. " -Welconre scr@n

538 Mode of acce.ss: Internet. Address: http://rvrnw.nmaa.si.edu610 20 National lvfuseum of American Art (U.S.)650 0 Art museums $z United States $z Washingtor\ D.C. $x Databases.856 7 $2 http $u http://www.nmaa.si.edu

Figure 4. MARC Record fbr the National Museum ol American Art ftiom OCLC,.s IntercatDatabase).

Governmentfuencies:smithsonian rnstitution:National Ivfuseum ofAmerican Art

National Itfuseum of Anrerican ArtPublications - Back issres of the scholarly journaf American Art; complete toc

orc€rpts of rnuseum catalogs.Figure 5. Text of Yahoo'.s Entry lirr the NMAA.

National lt'fusarm of American Art

The onlirp home of the Smithsonian Institution's National I\rfuseum of Americarr ,{rt. Theinaugural Intenret orhibition is "Ihe White House Collection of American Crafts," a richmuttimedia presentation of 72 worts by contenrporary American craft artists. Ti,..r enhibitfeanres scores of images, videoq and sound files. I partiarlarly anjoyed the virr.ual tour,which presentr pictres of the works as they were odibited in the white House" Thefuteniews with the artists are also a nice touch. other resources here include a gallery ofGIF images of frmous paintings in the museum colloction ("Highliglas ofthe Periuane,ntCollection') and a catalog of musanm publications, including o(c€rpts and images.Figure 6. Text of WIC'.s Entry Iirr NMAA

LRTS . 40(3) o Notes on Operations /285

National Museum of American Art

Arts & Music, Art IUtrseums

Kqlwords: American Art, The Smithrcnian Institute, Natiorul ltArseum of American fut

Audience: Art Enthusiasts, Art Ifistorians, Art Students

Description: The National ltfuseum of American Art Web site off€rs a wide array ofinformation and images. Us€rs wil find a complete history of the mrsannr, infornration onevents, odibits, visitin& and more. There are also eev€ral art galleries that us€f,s can visiton the Web, with images and information on the artists. Information on traveling cr6ibitsand memberstrip is also available here.

Language: English

Producer: National lvfuseum of American Art

Contact E mail: NMAANMAAInfo@IC. SI.EDU

No Cost

Non Commercial

Not ModeratedFigure 7. Text of Magellan's Entry fbr NMAA.

15) National l[usetrm of American Art home page [0.9053, 4 of 4 termq adj 1.0]

Abstract: Click anywhere on the image. (Click for teffi mostly version. ) Welcome to theNational ltfuseum of American Art's new World Wide Web site. We wifl be addingmaterial daily, so come back often. In the me...http://www.nmaa.si.edu/ (6k)Figure 8. Text Retrieved lbr NMAA Search on Lycos.

FiIo, David,_ and Jerry Yang. 1995 Ydloo, (l)tQ://wwwyarl(x) com,/.

Hackstadt, Stevel 1995 Hackstadt's hierar-chical hotlist. Version L5 (http://www.

cs uoregor) edu,/-hat'ks/hotlist). -

Hay , A lan . 1995 . Hay ' s ways (os i r i s . cs .csu{iesno.edu./-alan/hayrvays.htm ).

Intercat: A catalo{ of Internet resourcesI995. (http://www oclc org:6990).

Jones, Joel. 1995. Joel's hierarchical subjectindex. (http://www.cen uiuc edu/ -jj954A

index html).

Lemay, Laura 1995. Teach you.rself Web pu.b-lishing oith HTML in a ueek. lndianapo-lis: SAMS Publishing

Liebscl.rer, Peter, :rnd Gary Marchionini. 1988.Browse and analytical search strategies ina Iull-text CD-ROM encyclopedia Schoollibrary mndia quarterly 16: 223-33.

Lycos 1995 (http://www.lycos. com ).Magellan 1995. (http://www.mckinley.com).

Noerr, Peter L , and Kathleen T. Bivins Noerr1985. Browse and navigate: An advance indatabase access meth<lds Informdion

286/ LRTS . 40(3) . Dodtl

Figure 9. Home Page {irr the Nati<lnal Museum o{ American Art

processing und murugement 2l: 205-13

Qiu, Liu,en 1993 Analytical searching vs,browsing in hypertext inlbrmation retrievalsystenrs. The Canodiut jounutl oJ informttion awl librunl scienca 18, no 4: 1-13

Srinivasan, Srinija, 1995 E-mail interuiewwith the author October

Suhject Catak>ging Division Processing De-

partment L97lJ LC clussification otfiIine4th ed Washington, D,C : Library o{ Con-gress

The rvhole internet catalog 1995 (http://gnncom/gnn/r.vic)

The \\4VW virtual library 1995 (htqr://rwwv.w3orgy'pub/DataS ources/byS ubject/Ovewiew.hrml)

/287

Book Reviews

Gregory H. Leozer, Editor

Planning Global lnformation Infra-structure. Ed. Ching-chih Chen. Nor-wood, N.j . : Ablex, 1995.547p. (ISBN0-56750-200-8).Although not apparent fiom the title,

this volume is the proceedings of the fthIntentationol Conference on Neu Infor-mation Technolog1, NIT '94, held in Alex-andria, Virginia, in November 1994.Ching-chih Chen has organized thesemeetings annually or biannually through-out the developing world with the assis-tance of various {unding agencies; the1994 conl'erence was the first one held inthe United States. Prior confbrences wereheld in Bangkok, Singapore, Guadalajara,Mexico, Budapest, Hong Kong, andPuerto Rico. An eighth con{'erence hassince been held in Riga, Latvia, in Novem-ber, 1995. The material in the proceedingsis timely and was published in a timelymanner-a note in the acknowledgmentsindicates that 550 pages ol c'ameri-readycopy were produced in a week! However,the tradeo{T {br timeliness comes in thequality of the editing. Most of the volumeis an unedited transcript ol the proceed-ings, including unnecessary details ofquestion-and-answer sessions, introduc-tions of speakers, co{I'ee breaks, stage di-rections, etc. Many of the presentationsappear not as coherent essays but a^s ab-stracts, outlines (taken from overheadprojections), and transcripts. Grammati-cal and typographical errors and randomlyplaced hyphens abound. The exceptionsare several polished papers submitted byspeakers and a summary statement (TheAlexandria Declaration of Principles) pre-pared by Robert M Hayes and Ching-chih Chen. About 150 pages of appen-dixe.s are reprints of National In{brmationInfrastructure (NII) and Global In{brma-

tion In{iastructure (GII) documents;some are government documents, othersare policy statements by public interestgroups and professional <trganizations;most are available on the World WideWeb (WWW).

The NIT conlerences are invitationalmeetings, each of which ha^s attracted 175to 375 participants from at least fifteencountries. The meetings have been suc-cess{ul in bringing together people {iomcountries at various stages o{'developmentto discuss infbrmation technology andpolicy issues. Participants in the 1994meeting represented major policy organi-zations, public and private funding agen-cies, pro{'essional societies, industry asso-ciations, major national or researchlibraries lrom many countries, and univer-siw I'acultv. Most were executive of{icersor senior itaffofthe." organizations. TheNIT conf'erences are efl'ective mecha-nisms lbr convening an illustrious groupol representatives to discuss critical mat-ters of the day, gain consensus where Pos-sible and mutual understanding wherenot, and enable them to contribute to pol-icy discussions in their respective organi-zations and countries. The success of theconf'erences is a tribute to Dr. Chen'.s en-ergetic commitment to global cooperationin infbrmation systems and services. Whatis most notable about the NIT meetinqs istheir international renresentation and theglobal nature of'discussion topics. Tbomuch of the NII policy discussion in theUnited States assumes that the NII endsat U.S borders; it is the global nature ofthe network that raises the most pressingtechnical and oolitical issues.

While scholarly conf'erences are de-signed around a protluct-usually a {br-mal proceedings that consists of peer-

2S8/ LRTS . 40(3) o Book Reaieuss

reviewed papers representing the bestnew work of the year-working conf'er-ences such as the NIT are

-designed

around z prt>cess-tace-to-1'ace discus-sions among a diverse group of o_pinionleaders. Presentations are intended to

broader audience.The best outcome of process conf'er-

ences is a consensus document repre-senting the thinking ofthe group. Such adocunient can be tfisseminited widely to

pages serve as an introduction to a 547-

nage transcript presented in a linear, rela-iivelv undigeited print lbrmat. The decla-ration woulcl .each itt audience moreell'ectively if disseminated as a short state-rnent and republished in various profbl-sional magazines andlournals, in multiplelanEuages and in multiple countries.

ihJelexandria Deciaration liames the

GII as an open, self'-organizing, interac-tive and interconnected system that willprovide a communication channel {br

iemocratic discussion. The ten principlesfbrmulated by the conf'erence participantswarrant listing here (p. 1-6):

l . Empower individuals2. Educate and train in use3. Increase knowledge4. Develop local resdurces5. Identi ty responsibi l i t ies t t l inlorma-

tion pro{'essionals6. Educate the inlbrmation pro{'essionals7. Build lrom countryto region to inter-

national8. National agencies in development9. Emphasize public/private sector co-

operationI0. R-ecognize the need lbr appropriate

economic policiesEach is briefly discussed and elabo-

rated, {bllowed by a list of speci{ic issuesthat are in urgent need ofresolution.

page) updates or overviews of individualprogt"n;. in a variety of countries andiegionr, outlines o[' papers (speakers'

overheads), and transcripts of question-and-answer sessions. The reports are no-table fbr their broad geographic range,

including Asia, Afiica, and, Europe (East-

ern, Central, Western, and Northern).The two new Papers o{' interest are

those by Yakov Shraiberg_and Robert M'

Hayes. At twenty pages, Shraiberg"s paperon the inliastructure lbr scientilic and

technical infbrmation in Russiais the most

on library roles in the inlormation

economy, with comparisons among ten

countries.The most uselul reprints are Ching-

Commission on Libraries and Infbrma-

tion Science (NCLIS) on "Global Knowl-edqe Network lnlrastructure Develop-

-"nt' Th" National Library Role." Youngprovides an overview o1'the relationshipsimnng NCLIS, the Library of Congress'the N'etwork Advisorv Committee, the

National Research and Education Net-

work, and other agencies'The new papers, and others that might

have been .submitted by the speakers'

would have received wider, though lesstimely, attention as a special issue of' an

international iournal. The remaining tran-script materiils could have been posted.,n

" WWW site lirr those wishing the f ull

details (with links to the appended mate-rials) and perhaps also issued as a techni-

LRTS o 40(3) o BookReoieu;s /28g

cal report {br people in countries withoutWWW access.

I can recommend the full volume onlv{br those seeking a current upclate on dJ-velopments in f wide ."ng"bf countriesand regions. The new maierial here will

problems. It will be of interest to readersin developecl countries lirr its interna-

l ictnal.perspective, part icularly in theUnited States, where most current mate-rials address domestic concerns.

The declaration deserves wide dis-semination, but is un{brtunately buried inthi"- puhl i"-hing outlet. A more el lect iveapproach wculcl be to oIl'er it lirr transla-

Unioersity of Califumia, Los Angele.r.

Technical Seraices Management,1965-199O: A Quarter Century ofChange and a iook to the Futlri:Festschrift for Kathryn LutherHenderson. Ed. Linda C. Smith andRuth C. Carter. Binghamton, N.y.: Ha-worth, 1996. 370p. 939.95 (ISBN t-56024 -960 -e). Lc a5 - 20 46s.In more than twenty-five vears ol'

teaching c.ataloging at tlte University of'Illinois,. Urbaia-Champaign, KathrvnLuther Henderson intrtxlui'ed hundredsof .students to the notion of a fest.schriftWith tht volume, twenty-one of her stu-dents and colleagues honor Mrs. Hencler-son and recogniie her influence on theirprof'e.ssional live.s.

- T!" book'.s twenty chapters providehroad coverage ol' technicaliervicls, withthe emphasis (ten chapters) on cataloging.The other chapters tleal with the liLri-ture oftechnical services, acquisitions andcollection deveft rpment, preservation, in-dexing, prol'e.ssional education, and intel-lectual property rights and electronic me-dia. Most ol the authors are academiclibrarians or library and inlbrmation sci-ence {'aculty members.

The author.s tend to record event.srather than analyze them. In Chapter l,"Technical Services Literature,

-1969-

1990," Carolynne Myall states that "theliterature of iibrary technical .service.s in-creirsed in volume and in degree of spe-cialization" (p. I5). She supports this as-sertion with a census of the number of'index entries, the number o{'periodicalarticles, and the number of periodical ti-tles indexed fbr ten technical services top-ics in Li,branl Literature, 1970/71-Iggb.

ger, "Descriptive Catal<,rging" hy MaryEllen Soper, and "The Translbrmation oi'

290/ LRTS . 40(3) . Book Reoieus

serials catabging, 1965-1990" by-Lori L. early American library history catalogingosmus, each of the authors plrvide chro- was a central c,rn""rn of the'library prri-n.logies .f the changes in these areas. I'essi'n as a wh.le . . . with the Lmer-Burger.begins.hishistoryofauthoritycon- gence ol online catalogs an interest introlwithcharlescutter(1894),pnrviding improving su\ect acceis has again be-a historical context firr, and discussir-,n oi, come an'activ6

",rr""rn of the entire li-

themes that continue into the 1965-1990 brary community."period. Three of the book'.s chapters deal with

In her chapter on minimal-level cata- historic details rather tha-n br.ad .ver-

ent purposes. She concludes with a short tions of Two Little-Known Prof'essionaldiscussion of the desirability and the dif'- organizations and their Impact on Tech-liculties of integrating them into a coher- nicil services," records the liistories ofthe

LRTS c 40(3) o Book Reoieus /291

ture appropriate for sharing infbrmationabout library automation. By the mid-1970s the prof'essional organizations hadcompleted this paradigm shifi, absorbingthe ivork ot'CoLa unil laRC into their

current curriculum content and teachingmethods Remarkins on the elT'ect of theprol essor in the teaching process, and not-ing Prol'essor H.ndeisirn'.s recognizedsuccess in teaching cataloging, Taylor dis-cusses the current shortage of excellentteachers in this important area. She notesthat this shortage comes just as libraryschools need to move beyond merelyteaching students to catalog to giving allstudenti an essential grounding in thecon('epts ol !.ibliographic t'ontrol.

Eloise M. Voniruika discusses prol 'es-

sional education as lilelong learning in"Continuing Education and TechnicalServices Librarians, Learning fbr 1965-1990 and the Future." When technologyis changing rapidly, continuing educationis crucial ibr all librarians to keep theirski l ls current, but even more important, i tprovides new meaning and a new under-standing of core prof'essional values inchanging times.

As noted above, details ol'the changesin c'ataloging between 1965 and 1990 arethe primirry'emphasis ol'this book. Cover-age of indexing, preservation, and bindingis less detailed, though the essays o{I'er ause{ul overview of areas related to cata-

Piggot supplements Kascus' discussion ofmachine indexine with details on "Some

Post-War Developments in Indexing inGreat Britain."

Preservation was a growth area in tech-nical service.s throushout the 1965-1990period as documented in William T. Hen-derson'.s "Preservation: A Quarter Cen-tury of Growth." Henderson examines the

tion of electronic inlbrmation James Orr'.sessay, "Comhining Old World Cra{tsman-ship with New

-World TechnologY: A

Quarter Century o1' Library Binding inReview, 1965-1990," provides abriel sur-vey of developments in this preservation-related area.

Except tbr the linal article, eac'h chap-ter in this book t'loses with a discussion olthe luture of a particular aspect of techni-cal services. In contrast, Richard W.Meyer'.s concluding essay, "The EII'ect of'a 'iransition in lntellectual Propefty

discussion of online iournals, Meyer liststheir Ibur {unctions, "communication, ar-

centralized at the originating institutionrather than dispersed, as is the case withprinted .iournals. Librarians' expertise inbibliographic control and computer net-working will be more essential than ever.

As a {'estschri{i, thls book can be con-sidered a success in honoring an inlluen-tial teacher and reflecting the variety ofher interests and concerns. As a contribu-

292/ LRTS . 40(3) o BookReaieus

and discussion that would rrlace them inthe larger context oI'library and infbrma-tion services during that period. Withsome exceptions (Shaw, Connell, andMeyer), discussion of the luture is theweakest part ol the book. In the f'ast-changing world of technical services, look-ing at the fu1yr9 f'rom a 1990 perspectivein a book published in lgg6 is not particu-larly enlightening. Though the delinitivehistory of technical servii.es lrom I g65 tothe present remains to be written, the{uture of technical services is the subiecto[ 'a number ol recent publ icat ions. Mi-chael Gorman, Walt Ciaw{brd, and Ar-

hoth third and lirst person to rel'er tohimself (p. 23244,-leaves the readercon{used about who said what

drug" are . just examples in a discussionol ' subject headings. The jndex mixes,with no distinction, casual mentions oI'atopic ("Wei T'o") and {ul ler discussions("Authority Control"). Two re{'erencesappear under "superimposit ion," bothin the Jones art icle, but the art icles byBurger and by Soper also include dis-cussion oI ' that subiect There is a curi-

acronyms and initialisms, and t]re indexdoes, in I'act, provide one with its carefulancl consistent cross relerence sys-

tem.-Murgaret_ Rohdy, Uniuersity ofP ennsq lo ania Lib rurie,s .

Museum Librarianship: AGuiiIe to theProtsision and Management ofInformation Sen:ices. By EstherGreen Bierbaum. Tefl'erson, N.C.:McFarland, 1994. 190p. $38.50 (ISBN0-89950-97r-1).Esther Green Bierbaum'.s Museum Li-

setting up a library lrom scratch, thisbook, nonetheless, provides a wealth ol'inl'<rrmation lbr those managing, or seek-ing.to enlarge or enhance, existing librarycol lect ions and services in a museum en-vironment.

Arranged in seven chapters, this bookcarelully leads the reader through each('omponent ol a sountl library program ina logical and incremental fashibn.'in lact,

a number of justi{ications {br establishinga library within a museum; and then dem-onstrates how statements of mission,goals, and objectives work together to de-{ine the libraryls sphere ol action. Chapter2 explores r.ollection development poli-cies and procetlures, ancl then discui-ses

tion oI'the volunteer'.s role in a success-fully managed small museum library ispafiicularly cogent. Chapter 5 suggestsseveral kinds of inlbrmation serwiceilhatt'an be pnrvided by the library, although adiscussion ol the role ol {ees and l 'ee-

LRTS o 40(3) . BookReaietos /293

based sewices in the library would havebeen welcome here. Chapter 6 examinesthe ways in which technol-ogy, in a varietyoI'mechanical and electronic {brms, canbe success{ully utilized in even the small-est operation to increase ef1iciency andservice. The {inal chapter takes a broadlook at the library as a partner with itsmuseum in the dynamic llow and inter-nretation ol inlbrmation both within theinuseum and beyond it: in the communityand the witler inlbrmation universe.

Several appendixes provide moredetailed in{brmation about related organi-zations and such asDects oftechnical serv-ices as "structuring Bibliographic Rec-ords Accordins to ISBD/AACR2Standards," and ".Standard Filing Rules."The volume concludes with abibliographyo1'additional readings in each oI'the topi-cal area.s covered in the chapters. Giventhe "how-to" nature of this volume, how-ever, the re{'erences to further readingswould have been more efl'ective if theyhad been annotated and incorporated intoeach chaoter. rather than listed at the endofthe book.

There is much to applaud in this book.To attempt to organize and present thelull range of library principles to the un-initiated, while simultaneously demon-strating the applicability ol those princi-ples in the museum environment, is nosmall task, and Bierbaum largely suc-ceeds On occasion, however, Bierbaum'.spoints seem out of place. For example,"Conservation and Preservation" issuesare included in the chaoter on in{brma-tion services (chapter 5); I would haveexpected to lind these concerns raised aspart of'the outline of collection manage-ment activities outlined in chapter 2.Similarlv. Bierbaum'.s discussion of theplacement of the library within the mu-seum's reporting structure comes ratherIate in the book-as part of a general dis-cussion of management issues in the mu-seum library (ciiapter 4); it would havebeen more uselul to consider the organ-izational placement of the library as partof its mission, objectives, and goals in thelirst chanter.

Although the many details and help{ulhints lound throuqhout demonstrate that

Bierbaum'.s book i.s ba.sed on numeroussite visits and carelul obseruation in mu-seum libraries, this does not appear to bea work in{brmed by extensive practice inthe field. The most noticeable limitationofthe book, in this regard, is the absenceofany sustained discussion ofthe issues ofauthority and mandate {br the library. Forthe library to be an effective and integralpart of the museum organization it musthave a clear statement ol'its scope andauthority, be placed on the organizationalchart so as to secure access to resourcesand support, and have critical policies andprocedures (such as collection develop-ment and de-accessioning procedures)approved and actively supported by thegoverning body. While some of'these po-litical tlynamics are alluded to, the bookd<res a ciisseruice to its intended audienceby not engaging the practical concernsthat necessarily underlie a dynamic andefTective library program more thor-oughly.

A second limitation of this book is,unfbrtunately, the result of its strength.Bierbaum admirably explicates the eITi-cacy ol ' l ibrary science techniques in amuseum environment. The language andthe examples used throughout the workre{'erence "traditional" library bibliog-raphic materials and the issues associatedwilh their management and use; the bib-liography almost exclusively cites workdrawn lrom the library literature. AI-though Bierbaum does consider the vari-nn. ftittdr of nonbibliographic (archival,manuscript, and ephemeral) materialsthat museums have in their care, her un-derstanding of the administration of thesematerials ii less well infbrmed. In Bier-baum'.s model, materials that come withand document artilacts in the collectionsshould remain under the care of the reg-istrar; archival materials acquired fromother sources whose subiect lies withinthe scone ol' the institution'.s collectionsshould

-be maintained by an appropriate

curator; and the museum'.s own institu-tional records should fall under the iareof an archivist or archival consultant (pp.2I-22). While the.se di.stinction.s are use-{ul conceptually and represent the bestcase scenario, the reality in many small

294/ LRTS . 40(3) o Book Reaiews

museums is that the library soon findsitself{unctioning as the site o{ curatorshipfbr much if not all of the museum'.s non-artif'actual collections, whether related toparticular artif'acts or not, and serving asthe institutional archives. It is nroblematicto insist so exclusively on the'applicationof principles drawn fiorn librarianship inan environment that could bene{it equallywell {rom the application ol principles andpractice drawn liom other infbrmationrnanagement paradigms. To wit, Bier-baum'.s book should he supplemented bysuch works as trlizabeth Yakeli Stnrfingun Archiaes (Society ol'American Archi-vists, 1994), and William A. Deiss' Mu-seum Archioes: An Introtlaction (Societvof American Archivists, 1983), two par-ticularlv use{ul Societv of American Ar-chivisti nublications.

tn th-e {inal analvsis. I lind Bierbaum'.sdesire to create a [raditional "librarv" inthe midst of a museum troubling u,r,i pn-tentially misguided. lt is my sense thatmany museum prof'essionals are begin-ning to see the virtue in collapsing aspectsof library archivaVmanuscript, and arti-f'actual managernent to achieve integratedcontrol over, and access to, the entirerange oI'institutional assets. This shilt inthe management paradigm is consistentwith, and perhaps made possible, by theemergence of open systems technokrgr,an integrated MARC lbrmat, and an in-creasingly networked and transparentinfbrmation universe that renders increas-ingly irrelevant our conventional distinc-tions between bibliographic and nonbibli-ographic inlbrmation, and betweenarchival and aftifhctual collections.

By proposing the establishment ol a"librarv" as a care{ullv defined set oI'col-lections distinct liom other holdines,Bierbaum is unfbrtunately advocating aluxury I'ew museums of any size can aI-fbrd, and a model that many museums willIind increasingly out of step with theirin{brmation management needs. If a mu-seum Iooking to es[abhsh a library is eager,as Bierbaum correctly argues they shouldbe, to create a dynamic inlbrmation cen-ter that is integral to the institution'.s ac-tivities, mission, and qoals, this book willbe useful to the extent that its reader can

synthesize it with other works to create atruly integrated approach to collectionsmanaflement in a museum environ-^.nt--Lukn ]. Gillilan(L Suetluntl, J ap u-ne,se American Nationul Museum.

Yiileo Acquisitions and. Cataloging: AHanilbook. By james C. Scholtz.Greenwood Library Management Col-lection. Westport Conn.: Greenwood,1995. r84p $55 (ISBN 0-313-29345-7) LC 95-7536.While maps and sound recordings have

had a place in libraries {br a long time, itwas not until the 1960s and I970s thatvarious types of other materials lbund ahome in library collections. Some ol thesemedia, e.g., filmstrips, motion pictureIoops, and sound slides, have disappearedfiom the marketplace. Videos, however,have experienced continuous growth incirculation statistics and assumed increas-ing importance in library collections

With this persistent and growing inter-est in, and use of, videos by the libraryuser, it is surprising that so few books havebeen published to help librarians estab-lish, acrluire, catalog, process, circulate,shelve, and care lbr video collections.Only three other books on the manage-ment of video collections, in addition tothe author'.s books, are included in theselected bibliography at the end of thiswork. Librarians need many resources tohelp them make competent decisionsabout the many aspects ol'managingvideocollections. Therefbre. a new book aboutvideos in libraries deserves attention andcare{ul consideration.

In 1989 James C. Scholtz publishedDeaeloping and Muintuining Vitlzo Col-lections in Librarie.s (ABC-Clio), a practi-cal, useful handbook that covered manyaspects ofvideos as part ol'library collec-tions. In l99l Scholtz nublished VidaoPolicies ancl Proceclurei for Libruries(ABC-Clio), a work in which he discussescollection development, circulation,copyright, and intellectual {ieedom issuesand provides sample policy statementsfrom various libraries. In this latest work,Virleo Acqu.isitions ond Cataloging: AHonthook, he deals with another part ofthe larger topic. These three books could

LRTS o 40(3) . Book Reoiews /295

function as a set. Deoeloping und Main-tainingYirleo Collections in Libraries maybe regarded as the basic volume to be

"uns,t[t"d fbr topics not discussed in

Scholtz' later books, such as the selectionand maintenance of video equipment andthe storage ofvideos. The later books up-date his earliest work and elaborate onsome of the topics previously considered.

The lbcus of his most recent book,Video Acquisitions ancl Cataloging: AHandbook, is reflected in its title. Scholtz,the director of the Yankon CommunityLibrary in South Dakota, has placed theemphasis on acquisition in its broadestsen.se; {ive of the six chapters are devotedto this aspect of the book. Cataloging isdiscussed in only one chapter.

The book is logically organized. It be-gins with the history of the video industryand works its way through methods oI'distribution as they a{I'ect libraries, ven-dors ol videos, acquisition procedures,and cataloging procedures. The text is ac-companied by bibliographic notes, andthe hook conclucles with a two-page se-lected bibliography and an index.

This book seems less "user-lriendly''

than Scholtz' other two books, especiallythe first one. The type is smaller, there areno illustrations, and the book design (tome at least) is less pleasing. Putting asidethese initial visual impressions, we find avery practical book that can be understoodby anyone interested in videos as part oflibrary collections.

The content runs {iom very basic how-to procedures (with many analogies tobook acquisitions) to discussions o{'topicsnot essential to the ooeration of a videocollection, such as studies of video salespatterns. The text is studded with practi-cal aids that include examples o{- many

and lax numbers of eighty-seven vendorsincluding catalogers, distributors, whole-sale jobbers, pre-viewed video sellers, andvendors ol'non-mainstream videos. A list

ol'genre headings lbr {'eature films with anexplanation ol'each term and examples ol'videocassette titles that would proplrly beassigned the heading is particularly uselulIbr cataloqers.

PeoplJinterested in video collectionswho do not work in librarie.s in the UnitedStates should be aware that this is a bookobviously written fbr American libraries.Some of the content is not pertinent to, andmav not be uselul in. the libraries in othercountries, e.g., the chapter on the UnitedStates copyright laws. All the lirms namedin the extensiie lists ol'vendors have UnitedStates addresses with no indication of theirbranches in other countries.

Though this book will be very use{ul{br American video collections, nothing isperfect. Following are my quibbles withthe book:o Statistics about the percentage of

United States nublic libraries andpublic school librarie.s that pos.ses.svideocassettes and the number ol'videocassettes circulated by public li-braries are taken lrom one paper writ-ten in 1962 and two articlei publishedin 1988. These ligures are inappropri-ate {br a book nublished in 1995.Aren't there more- current sources fbrthese lisures? Scholtz'work in otherreqards-displays an up-to-date knowl-rd"ge ot'the vicieo tield, so it is possiblethat these are the latest available sta-tistics. I{' so, some enterprising stu-dent in a school or department of li-brarv science, or an interestecllibrarian, should be encouraged to un-dertake the task of'Iilling this gap inour knowledge of the current extentand use ofvi<ieo collections.

nonbook cataloger.s, have chal'ed at

this connection between books and

296/ LRTS . 40(3) . Book Reoiews

"bihliographic"; a bibliographic rec-ord lbr most oI' us is a record in acatalog fbr any type ot' material. Il'"videographic record" were to be-com-e_alr accepted term, the analogywould have to be extended to othernonbook materials. Would the librarycommunity accept "audiographic rec-ord," "cartographic record," "pict()-graphic record," "computergraphicrecord," "artgraphic record," etc.? Arethese terms necessary? Many t imes inthe past both succeislul and unsuc-cess{ul attempts to change or establishstandard terms firr use in libraries hasoccasioned much time-consumingcontroversy. I would preler to save ourt 'ol lect ive'prolessional energies lbrmore important issues.

r On page 144 Scholtz mentions thatthe National Film Board of Canadadeveloped the PRECIS (PREservedContext Index System) method o1'subject analysis in 1979. The NationalFilm Board of Canada did choosePRECIS lbr its bibhographic records,but, although {ellow Canidtans wouldbe proud to claim responsibility fbr

this interesting subject analysis sys-tem, its real genesis must be acknowl-edged. The iystem was developed in-itially lor the British NationalBibliography and was first used in

January 1971. In the 1970s there wasa {lurry of interest among nonbooklibrarians about the precision thatPRECIS could bring to subject accessfbr nonbook materials. This interestdied alter the Library ofCongress stud-ied PRECIS and decided against its uselbr Library of'Congress rec"ords.There is no indication that the Dublic'.s

appetite Ior videos is lessening. Librariescontribute an important service to theircommunities in circulating videos thatcommercial outlets do not lind prolitableto obtain and loan. The e{I'ective manage-ment ol'a library'.s video c.ollection is nic-essary in this era of budgetary restraints.The

-more that intbrmit ion about this

topic becomes available, the more librar-ies wil l he ahle to l ive up to their image asproviders o[ 'hoth infbrmation and high-rluality entertainment.-Jettn Weilas.Technicul Seraice,s Croup, Toronto, On-tario.

INorx ro AovERTrsERs

ALA 26IGale Research 2T4Haworth Press 2d coverKentAdhesive/Kapco 248,249Library Technologies 3d coverReadmore 210SIRSI 236Todd Enterprises 4th cover

A Neut Serttice on tbeInform a.tion S up e rb igb u ay

If you have been searching for an easy way to authority control yourlibrary's current cataloging, try lifl's Aut b ority E xpre s s service.

WithAutltoNty Express, allbrary uses the Intefnet to transmit afile of newly cataloged bibliographic records to LTI (via FTP).Overnight, LTI processes the records through its state-of-the-artauthority control system. Then, at the library's convenience, it logsinto LTI's FTP server to retrieve fully authorized catalog records,along with linked LC name and subject authority records.

Autbority Express. Keeps authority control current at anaffordable price. Integrates easily into existing workflows. Lowers cost by reducing staff time spent on catalog maintenance. Provides next-day turn around for up to 5,000 catalog records. Accepts records for processing even if tTI did not perform the

original authority control

"Autbority Controlfor tbe 27st Century"

Ltnnnnv T ecnxotoctEs, filc.2300 Computer Avenue, Suite D-19 Willow Grove, PA 19090

(215) 830-9320 Fax: (215) 830-9422(800) 795-9504 email: LTl@LibraryTech.Com