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Introduction

This cluster of services speaks to OCLS’s anticipated role in centralized Metadata Management Services and coordination of the Network Zone to support and leverage collaborative efforts across all 24 colleges.

OCLS is proposing to act as a central body that actively supports metadata consistency in the college libraries, with a particular emphasis on the development and maintenance of high-quality, shared records within the system. This work will be done in conjunction with a standing Metadata Subcommittee.

Ontario’s college libraries have contributed to a union catalogue (CUC) for several decades. The Network Zone will replace the CUC and act as a focal point (or hub) for activities related to the maintenance of shared records and standards.

In line with the Page 1+ goals for leveraging consortial activities for efficiency and cost savings, OCLS’s activities in the Network Zone will:

  • Improve user experience across all colleges by maintaining high quality records and consistent cataloguing practices

  • Reduce duplication of effort by individual libraries by centrally maintaining select shared eresource collections (e.g. streaming video collections)

  • Increase cataloguing efficiency at individual college libraries by providing a reliable source for copy cataloguing

  • Build capacity for metadata practices and local authority development by facilitating the creation and sharing of resources, tools, and training (e.g. to support college decolonizing efforts)

  • Facilitate resource sharing throughout the college library system (e.g. by supporting a Central Primo VE instance with the ability to expose all consortial holdings, and by seeking ways to share resources and records between colleges, including those outside the CLSP network zone)

Service Activities - Metadata Management

Although activities may shift as we move past Go-Live to steady state, the table below outlines, at a high level, the activities that OCLS proposes as the foundation of its Metadata Management Services.

OCLS Activities

OCLS, in consultation and alignment with a standing Metadata Subcommittee, will take responsibility for these activities:

Manage NZ Bibliographic Records

 General and ongoing maintenance of the NZ bibliographic records.

Oversight of records coming in from Community Zone, oversight from Institution Zone, and maximizing number of records coming in from Institution Zones.

 Load and maintain records for selected electronic resource collections.

Briefing Note 08 - OCLS Managed Import Profiles for e-Resource Collections Not Found in the Alma Community Zone

 Create local electronic resource bib records where no viable options exist in the CZ.

OCLS will create bibliographic records for electronic resources when no viable options exist in the Ex Libris knowledge base.

Share Work With 24 Ontario Colleges

 Synch records with colleges outside Page 1+.

Share resources and records between colleges, including those outside the Page 1+ Network Zone.

 Support and maintain a central Primo VE view to expose consortial holdings.

Facilitate resource sharing throughout the college library system.

Support an Ontario College Cataloguing Program

 Work with colleges to support consortial cataloguing policies and requirements.

For example, maintaining a cataloguing contract, consortial licence for OCLC’s Connexion, or another cataloguing tools/services such as RDA Toolkit.

 Establish and maintain rules and other shared tools in the Network Zone based on the cataloguing policies and requirements that can be distributed to Institution Zones.

For example, normalization rules, indication rules and match points.

 Work with colleges to build a community of practice around developing and promoting cataloguing tools and standards.

For example, support widespread communication and education opportunities for college library staff to become aware and keep informed of cataloguing practices in the system.

 Support onboarding college library staff responsible for copy cataloguing and loading bibliographic records in the shared system.

For example, managing cataloguing permission levels in Page + with the direction of the Metadata Cataloguing Subcommittee.

 Support the development and ongoing maintenance of shared local authority file in collaboration with the Page 1+ committees, CLO Indigenous Matters Committee, IPEC and college expertise.

For future consideration.

Provide Digital Repository Support

 Develop best practices for ALMA-D for digital objects (MODS / DC).

For future consideration.

Dependencies

In order for OCLS to provide this service, colleges need to commit to:

  • Participating in a NZ cataloguing group and program (to be formed)

  • Using the cataloguing tools developed, and following any adopted requirements, standards, policies and cataloguing permissions as determined by the Metadata Subcommittee

  • Cataloguing in the Network Zone

  • Advising which collections should be maintained centrally by OCLS

Access Requirements

In order to perform services in the Network Zone OCLS will need:

  • Admin access to College IZs for troubleshooting purposes for linking and synching

  • Credentials or guest access to College SSO for access testing of eResources

Proposed Funding Model

The identified funding model represents OCLS’s best effort at determining how the costs to provide proposed services will be covered.

  • Centrally funded: aligns with OCLS’s mandate to support resource sharing and leverage efficiencies and cost savings within the college system

  • Cost recovery:
  • Professional Service:
  • Under review

Out of Scope Activities

The Out of Scope table identifies key activities that the colleges/third parties will need to undertake. It is not meant to be an exhaustive list of all activities for the colleges, but rather to identify activities that OCLS will not perform.

Activity

Notes

Updating existing IZ records to meet the minimum requirement of the NZ before linking

Running jobs in an IZ to link appropriate IZ records to the NZ

High level cataloguing activities (beyond CLO Metadata Standards requirement that requires individual title attention and research) such as record improvement, authority control and local authority creation

Managing MARC records for electronic collections that only individual colleges subscribe to or where it is not possible to access the records

 

 

Future Considerations:

Services could be expanded to include:

  • MODs or DC work for ALMA-D

  • Maintenance of a shared local authority file

 Proposal Details

Drafted on:

 

Prepared by:

 Ontario Colleges Library Service

Prepared for:

Metadata/Cataloguing Subcommittee

Reviewed on:

 

Finalized on:

 

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