Hold Off Edit Holdings Records Where Volumes are Split between Campus and the NRLF

Library Staff who Work With Holdings Records
Please do not edit Millennium holdings records (Library Has note) to reflect the split of volumes held at NRLF and those held locally.  Procedures for this work are currently being written and will need to be vetted with the appropriate Library Councils and committees before putting them into production.  If your Library Council or committee wishes to be among those to vet these procedures, please contact: Lisa Rowlison de Ortiz, Head of Serials Cataloging.

In Gladis we had a “Library Has” note (SUM) that showed all volumes owned by a location.  Displayed right below it was a “Storage note” (STO) note that indicated which volumes were at the NRLF.  A patron could figure out what was on campus by deduction.  If it’s in the SUM note, but not in the STO note, it’s on campus.

In Millennium, the campus item records are under the campus location and the NRLF item records are under the NRLF location.   Each location shows what is held at that location (i.e., a statement of location, not ownership).  When a patron sees a “Library Has” note under the campus location, it looks like all the volumes are on campus.  They have to look farther down the display to see the NRLF location to really know what’s on campus and at the NRLF.  The Systems Office has just completed running a program that placed a note under appropriate “Library Has” notes in campus locations that says “Some volumes stored off campus; see NRLF holdings below”  This will at least give a heads-up to patrons that what they want may not be on campus.


The Catalog Dept. and NRLF are working on procedures for editing holding records for both campus locations and the NRLF.  They will be ready for vetting soon.


Introducing the Library Collections Blog

Interested in or need to know what’s happening in collection development, acquisitions, preservation and scholarly communications at Berkeley? Sign up for email alerts or establish an RSS feed to the new Collections blog at:


The blog reflects our commitment to keeping you well informed.  It will be your primary source of current information on new policies, procedures, programs, workload status, staffing changes, and
announcements of interest related to all aspects of the Berkeley Library’s Collections Program.

Staff can make comments on individual blog entries–all comments will be directed to the relevant Collections Program manager for direct response. If you have questions/issues you would like to
see addressed on the blog, please use the comment option to send those as well.

We’ll continue to send targeted announcements to Allusers@lists and selector@lists as needed. But since much of the information that used to be sent on selector@lists will now be handled by the blog, I ask that all Selectors sign up. The Collections Staff website http://www.lib.berkeley.edu/Staff/CDP will continue to serve as the authoritative source for current Collection Development program policies and procedures.

Authority Control Coming to OskiCat

Bernie Hurley, Director of Cataloging, has recently charged a committee to perform the groundwork needed to have authority control in OskiCat.


The Authority Control Task Group (ACTG), chaired by Randy Brandt of the Bancroft Library is charged to:


  • Investigate Millennium Authority Record maintenance and processing and the authority control needs of Technical Services and the self-cataloging units, including the Affiliated Libraries
  • In consultation with Library Purchasing, write and execute a Request for Proposal (RFP) to outsource authority control functions to a qualified vendor
  • Submit draft RFP to the Cataloging Management Group (CMG) and Technical Services Council (TSC) for review
  • Develop scoring criteria for evaluating qualified RFP’s
  • Evaluate qualified RFP’s based on cost per quality point
  • Make recommendations to CMG and TSC

ACTG’s complete roster is:

  • Randal Brandt, The Bancroft Library (chair)
  • Kai Stoeckenius, The Catalog Department
  • Karen Yu, East Asian Library
  • Dana Jemison, Library Systems Office

Although their work has just begun, our hope is OskiCat will have authority control up and running within the coming year.  Thank you and good luck ACTG!



11/8/10 Lisa Rowlison de Ortiz

Implementation of Acquisitions Templates for Communications on CDC/CDL Orders

The Acquisitions Department has developed a series of email templates relating to the status of UCB electronic resources that are under negotiation by CDC/CDL.  The intent of these templates is to standardize communications to make it easier for selectors to quickly understand the information that Acquisitions staff is requesting and for Acquisitions staff to obtain standardized, complete responses to facilitate processing.

In each case the selector will be given two weeks to respond to the email.  Should there be no response during that time, Acquisitions staff will proceed to the default option that is stated in each template.  However, if, at the point Acquisitions staff send the email request, an automated email response is returned stating that the selector is out of the office, an additional two weeks will be added to the response time.

These templates were implemented on April 25, 2011.

The four templates to be used are the following:

Template 1 – Online may go to CDL – cancel local online and/or print?

This template is used when Acquisitions staff have become aware that a specific UCB title is under negotiation for inclusion in a CDC/CDL package and the local subscription has come up for renewal.  This notification gives selector the option cancel the local print, online or print+ online order for the title to avoid potential double payment should CDC/CDL include the title in its license. 

The selector will be given two weeks to respond. If there is no response, the default will be to cancel the local title in all formats

Template 2 – Online going to CDL-is archived – cancel print?
This template is used when Acquisitions staff have become aware that a particular UCB title will be included a CDC/CDL package and the electronic version is archived in Portico or LOCKSS. This notification gives selector the option cancel the local print order for the title with the assurance that the electronic format is archived.

If there is no response in two weeks, the title will be canceled at the point of the next renewal.

Template 3 Online going to CDL  – in NOT archived – cancel local print?

This template is used when Acquisitions staff have become aware that a particular UCB title will be included in CDC/CDL package and that the electronic version of the title is NOT Archived.  This notification gives selector the option cancel the local print order for the title at the point it is renewed.

If there is no response in two weeks, the title will be canceled at the point of the next renewal.

Template 4 – Online going to CDL – Canceling local online.

This template is used when Acquisitions staff have become aware that a particular UCB electronic resource, with no associated print, will be included in a CDC/CDL package.  No decision is required by the selector.

This notification is simply a FYI informing the selector which local online titles are being canceled in favor of the CDC/CDL access.

We sincerely hope that this new form of communication using templates will significantly improve communication between Acquisitions staff and selectors and go a long way to expedite processing of selector decisions with relation to these titles.

Cheryl Cook

What does Berkeley lend to other UC’s?

Data from the VDX system used for interlibrary traffic among UC’s became available for the first time late last year.

At the Collections Assessment Tools workshop for selectors in February, we announced that this information, beginning with 2008-09 Borrowing information, was slated for the Collection Development staff web, here. 

You can now see both 2008-09 Borrowing and Lending information.

A few highlights regarding Lending…78% of requests we receive from other UCs are for books; looks like the top 20 contenders are in the sciences. We filled 70% of the requests we received. If you’re curious about the reasons we didn’t fill the other 30%, see tab 2 on the excel worksheet linked via Oveview. There are also detailed lists of all requests received by material type.

If you have any brainstorms (yes!) or questions looking at the data, let me know (gford at library.berkeley.edu)

P.S. These reports do not include interlibrary traffic for the RLCP program, nor does it include items lent to libraries outside UC. These have different data sources. Stanford stats are coming next.

Working Group on Reporting of ARL and UCOP Statistics

After ADMIN review and approval, a working group has been established to “investigate how we might streamline, routinize and automate our data collection processes for specific reporting purposes required by ARL and UCOP. This review will focus on how to provide collections-related item counts and usages statistics…”

The group includes:  Justin Clarke, Business Services; Jim Gordon, Acquisitions; Dana Jemison, Licensing; Ty Johnson, Business Services; Nga Ong, Acquisitions; and Jesse Silva,Doe/Moffitt. Gail Ford, Collections Office will chair the group.

The group will be consulting with those who are asked to submit statistics to Ty annually, and will be exploring what Millennium functions/reports can be utilized to simplify the process.

If you have ideas/concerns about annual statistics for ARL/UCOP reporting, please send them to Gail (gford at library.berkeley.edu).

Target for recommendations: June 1.

Stanford – Berkeley Interlibrary Borrowing / Lending

Wonder what parts of your collections are being requested by Stanford? Spreadsheets of what Stanford requested of us for 2008/09 are now available.

Collections Development –> Tools –> Assessment –>Interlibrary Borrowing/Lending (scroll down to “Berkeley Lending via RLCP”)

Statistics and details of what  Berkeley patrons requested from Stanford are being compiled, and will be announced here when they are available.

If you have questions, give me a buzz



Ebook Content News

Cambridge University Press.  The Library recently acquired the Cambridge University Press 2009 ebooks collection consisting of 712 titles.  Each book in the 2009 collection is represented in OskiCat and available via the ebrary.   We have just reached an arrangement with Cambridge involving e-access to 75 Cambridge University Press ebooks published in 2010 via their new platform and (soon we hope) via ebrary as well.


Hathi Trust.  The UC volumes digitized by Internet Archive and Google are now flowing into the HathiTrust Digital Library.  This accomplishment marks the achievement of a long-held goal, to unite the mass digitized collections from across the UC Libraries in a common location for digital preservation and access.  All volumes that are free of copyright restrictions are accessible in full view within HathiTrust and are discoverable in the Next Generation Melvyl Pilot.  At this point they are not represented in OskiCat.


Collection Officer Reports from ALA

Summary reports are prepared by collection officers at large ARL libraries in advance of their meetings at ALA Midwinter and ALA Annual.   At the request of  Collections Council, Gail Ford has posted the most recent set of these to the Library Selector bspace site.  Selectors can view the roughly twenty reports by visiting bSpace, selecting the tab for Library Selectors, then selecting “Collection Officer Reports.”  This is a good place to spot leading collection development trends across peer institutions.  For example, this latest set of reports outlines the emergence of “demand-driven selection” processes at several libraries (see Iowa and Illinois reports).


Dan Greenstein presents at JISC on digital libraries

JISC hosted a conference in June titled Survive or Thrive: making the most of your digital content.  The three line description of the conference states, “The growth of digital content and use of content on the Web has been rapidly changing over the past decade. The digital deluge provides opportunities but how can these best be exploited? Are you making the most of your content?  What are the technical and strategic approaches required to thrive in today’s environment?”

Daniel Greenstein, Vice Provost –Academic Planning, Programs, and Coordination, UCOP, provided the opening keynote address titled, Digital libraries in a networked world – his talk references many UC library programs: