TRLN Shared Records Pilot Task Group

(2010)

About the Committee
Chair: Charley Pennell, NCSU
Members
Committee Charge

 Reports
Executive Summary
Final Report (6/1/10)
Documentation

TRLN Staff Contact
Derek Rodriguez, Program Officer

The Shared Records Pilot Task Group will provide updates and reports to the Technology Council.

Charge: to investigate the feasibility of sharing bibliographic records for resources shared within the consortium.

The TRLN libraries maintain metadata in their integrated library systems (ILSs) for a wide variety of electronic resources including government documents, electronic journals and books, and locally digitized content. Frequently, two or more TRLN libraries independently maintain identical metadata records, generally in MARC format, for these resources. Now that the TRLN libraries share a single index presented via Search TRLN and the libraries' catalogs, maintaining multiple copies of duplicate metadata across the consortium may be unnecessary.

Benefits of sharing records could be achieved in several ways across our operations: decreased storage and processing cost in local integrated library systems; reduced redundancy in record maintenance and processing tasks; and increased efficiency of Endeca indexing processes.

The Task Group will conduct a shared records pilot to evaluate the feasibility of sharing metadata for electronic resources using GPO MARCIVE URL records, and the NCLIVE PBS Video Colection records as "Open Access" and licensed test cases respectively.

Responsibilities

  1. Evaluate the shared record data model created by the Electronic Resources Access Restrictions Task Group.

  2. Evaluate a prototype Search TRLN user interface that supports the presentation of shared metadata.

  3. Identify required metadata maintenance (e.g. authority control, URL maintenance) and archiving tasks for shared records and recommend best practices and workflows for completing those tasks.

  4. Document the changes in technical services and systems workflows that would be necessary to support metadata sharing within the consortium.

  5. Provide two reports to the Technology Council:

  • An interim report on task group objectives and preliminary findings

  • A final report that includes recommendations for deciding when a set of records may be suitable for sharing within the consortium, and an estimate of effort required to implement a shared records concept in production.

Timeline: Spring 2010
A face-to face kickoff meeting will be held to initiate this pilot project. TRLN will provide wiki space and a project listserv to support communications among task group members. Conference calls and face-to-face meetings may be arranged as needed. Task group members have the responsibility to communicate with technical services and systems staff on each campus, and the Endeca Operations Committee as needed.

Members:

Lynda Baptist, Duke
Jeff Campbell, UNC
Wanda Gunther, UNC
Vanessa Lennon, NCCU
Charley Pennell (Chair), NCSU
 

 

Dawn Pearce, NCSU
Jill Sexton, UNC
Victoria Silver, NCCU
Natalie Sommerville, Duke

Staff to the Committee: Derek Rodriguez
 

Triangle Research Libraries Network  CB#3940 Wilson Library, Suite 712 Chapel Hill, NC 27514-8890
Phone: (919) 962-8022  Fax: (919) 962-4452

comments to: patti.pittman@unc.edu
last modified: June 1, 2010