collection level description: the rascal experience a case study clare mcveigh rascal project...

Collection Level Description: The RASCAL ExperienceA Case Study

Clare McVeighRASCAL Project Manager8 February 2002

Collection Level Description: The RASCAL Experience

• Project Overview

• Preparation of Collection Descriptions

• Creating Usable Descriptions – some considerations

CLD: The RASCAL ExperienceProject Overview

• Research And Special Collections Available Locally

– Mapping project to provide a comprehensive record of collections in Northern Ireland

– Internet Access

– Focus on Humanities and Social Science

• Background

– Renaissance in Information Provision

– Research Support Libraries Programme (RSLP)


Aims/Objectives

• Create a web-based directory of collection descriptions providing a detailed map to resources available in NI

• Clarify access to collections and, where necessary, facilitate negotiation of improved access;

• Identify cataloguing or retro cataloguing priorities;

• Identify priorities for conservation;

• Identify priorities for digitisation;

• Assist in the evaluation of the UKOLN template; and

• Provide a model for similar projects elsewhere in the British Isles.


Outcomes

• Enhance awareness among researchers of the resources available within Northern Ireland

• Encourage collaboration among NI information providers

• Demonstrate the contribution which Northern Irish collections can make to the vision of a distributed national collection

• Increase the use made of local collections in NI;

• Give practical support for further co-operative projects;

• Provide greater accessibility to Northern Irish resources for researchers based outside Northern Ireland.


The Partners

• Queen’s University Belfast

• University of Ulster

• Library and Information Services Council (NI)

• Belfast Public Libraries

• The Linenhall Library

• The Public Record Office of Northern Ireland

Project Staff

• Norman Russell, Director of Info Services, QUB

• Clare McVeigh, Project Manager (full-time)

• Deirdre Wildy, Project Officer (part-time)


Methodology

• Identification and location of collections

– Survey Work and Institutional Visits

– Approx. 600 collections identified

• Preparation of collections descriptions

– RSLP/UKOLN Collection Description Schema

– Approx. 240 collections described

• Creation and implementation of web-database

– QUB Staff/Local Web-design Company

– Temp. site http://www.rascal.qub.ac.uk

• Publicity and dissemination

CLD: The RASCAL ExperiencePreparation of Collection Descriptions

1. Preparation of the CLD template

• Purpose of the CLD

• RSLP/UKOLN Collection Description Schema

• RASCAL Extensions


RASCAL CLD TEMPLATE – RSLP/UKOLN Schema

Collection Details

Title; Identifier; Description; Strengths; Physical Characteristics; Languages;

Collection Type; Access Control; Accrual; Legal Status; Custodial History; Note

field; Accumulation Dates; Content Dates; Concepts; Names; Places; Times;

Relationships

Sub-Cllns; Super Cllns; Description/Catalogue; Described Clln; Associated Clln;

Associated Publications;

Agents

Collector(s); Owner(s); Administrator;

Location

Address; Locator; Access Conditions; See Also (Printed Guides/URLs)


RASCAL CLD TEMPLATE – Project Specific Fields

Northern Ireland Publications - Yes/No; % of Collection (Scaled 1-5)

Conservation Status

5 point weighting – No work required Work urgently required

Cataloguing Status

5 point weighting – Un-catalogued On-line Catalogue Available

Digitisation Status

5-point weighting – Low High

Access Status

5-point weighting – No Access Full Access in line with expected protocol

Data Entry - Name of Creator; Date of Entry/amendment


• Preparation of the CLD template

• Purpose of the RASCAL CLD?

• RSLP Collection Description Schema


2. Definition of ‘Collection’

• Importance of the Institution (Administrative Context)


Defining your ‘unit of description’

Key Consideration

Administrative Context – How does the institution/individual define a

particular collection and its relevant sub-collections?

RASCAL

Generally translates as named/discrete collections clearly identified within

an institution or within a particular body of materials (i.e. sub-collections)

E.g. QUB Hibernica Collection Foster Pamphlet Clln NOT

T.F.O’Rahilly Library Clln



• What is Collection Description?





3. Process of Compilation

• Drafts prepared by Project Staff

• Extended/amended by holding institution



• Purpose of the RASCAL CLD?





3. Process of Compilation

• Drafts prepared by Project Staff

• Extended/amended by holding institution

4. Storage and Transfer of Descriptions to Database

• MS Word Documents MS Access Database

CLD: The RASCAL ExperienceCreating Usable Descriptions

Key Considerations:

• Granularity of Collection Descriptions

i.e. How to ensure consistency and quality?

• Reusability of Collection Descriptions

i.e. How to provide added value?


Granularity of Collection Descriptions

1. Agree to a standard definition of ‘Collection’

2. Agree and implement a standard template of Collection Description

3. Engage the co-operation and assistance of the contributing institution or organisation

4. Edit all descriptions centrally to maintain overall consistency and quality of information


Reusability of Collection Descriptions

• Added value will result from the use others make of your descriptions

– The Researcher

• Search Results

– The Institution

• Publicity, info leaflets, Collection Management etc

– Local Initiatives

• Collaborative projects

– National Initiatives

• DNER and the Distributed National Collection

• Technical Compatibility and Interoperability

CLD: The RASCAL Experience

Contact Details

Clare McVeigh (RASCAL Project Manager) - [email protected]

Deirdre Wildy (RASCAL Project Officer) - [email protected]

Main Library

Queen’s University Belfast

Belfast

BT7 1LS

Tel: 028 9027 3617

http://www.rascal.qub.ac.uk