Library Technology Guides

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Volume 9 Number 06 (June 1989)

Authority control services

The increasing popularity of patron access catalogs and the maturing of the authority control modules of local library systems is increasing the importance of creating data bases which conform to the latest Library of Congress authorities.

Libraries generally have authority work performed by commercial bibliographic services. Several bf these services maintain authority files and use them in support of authority control services. An authority file is a list of headings authorized for a library catalog. The headings include names (authors, corporate bodies, and conference names), uniform titles, series and subjects (topics and geographic names). The headings are established to provide a single form of entry for a particular entity or concept and to reduce the possibility of ambiguity between titles or concepts that are similar. An authority file also provides a system of cross references from forms of entry not used to the form that is used (see references) and references to other headings used which are related in some way to a given heading (see also references). The Library of Congress is the primary supplier of authority file information to the bibliographic services. The services subscribe to LC's current name and subject authorities tapes and load them into their systems as frequently as weekly. They may augment the LC headings with additional headings. However, these are usually displaced when LC establishes headings. The specific services for which libraries contract with bibliographic services are:

• updating of library headings in the MARC format to LC's most recent practices;
• Standardizing the forms of the headings for filing purposes;
• Correcting MARC tags and subfield codes; and
• Providing deblinded cross references.

Much of the need for subjecting a library's machine-readable records to authority control is attributable to the change to AACR II. (Nearly 70 percent of name headings have been affected by the implementation of AACR II.) Although the older records on a library's archival tapes may have been subjected to a mechanical authorities flip which changed the headings of older records to the new forms, a significant number of errors typically have crept in during the process. Therefore, it is important that the bibliographic headings be checked and corrected.

The usual approach of a bibliographic service is to match a library's bibliographic headings against a master authority file using a batch tape processing approach. The system automatically updates headings to conform to the Library of Congress' most recent practices, standardizes them for filing purposes, corrects spelling and capitalization errors, sets the correct MARC tags and delimiters for the type of heading, spells out abbreviations, creates appropriate cross references, and eliminates blind cross references. The headings that cannot be linked with headings in the bibliographic service's authority file--typically about ten percent--are printed in context for review by authority control editors. While many bibliographic services can do the mechanical matching against LC authority files, not all have the qualified editorial staffs to review the results. Therefore, a library should question a prospective vendor closely about the number and qualifications of its editorial staff.

Complete authority control generally costs about $.16 per bibliographic record. This is exclusive of merging and deduping services which generally are performed 'N before authority work is done. The price generally is lower for large files of hundreds-of-thousands of records or for customers obtaining service under a master contract negotiated by a regional OCLC network or a local library system vendor. Discounted prices usually are between $.11 and $.13 per record.

Many vendors have a large backlog of authority control work, therefore, it is necessary to schedule the work at least six months before it is to be done.

Some vendors also offer ongoing authority support. For example, a library can choose to receive electronic mail or tape notification of any changes that occur to authority records which have been linked for the library in a previous batch authority project, or a library can contract for quarterly tape processing service.

While Blackwell North America and UTLAS are the acknowledged leaders in the field, other companies which do authority work are Auto-Graphics, Brodart, General Research Corporation, Library Systems a. Services, Inc. (LSSI), and Marcive. The Computer Company has recently announced that it will discontinue its bibliographic source operations in July, 1989.

[Contact: Auto-Graphics, 751 Monterey Pass Road, Monterey Park, CA 91754, telephone (213) 269-9451; Blackwell North America, 6024 S.W. Jean Road, Building G, Lake Oswego, OR 97035, telephone (800) 547- 6426; Brodart Automation, 10983 Via Frontera, San Diego, CA 92127, telephone (619) 451-8900; General Research Corporation, 5383 Hollister Avenue, Santa Barbara, CA 93111, telephone (800) 235- 6788; LSSI, 20251 Century Blvd., Germantown, MD 20874-1162, telephone (800) 638- 8725; Marcive, P.O. Box 47508, San Antonio, TX 78265, telephone (800) 531-7678; UTLAS International, 8300 College Boulevard, Overland Park, KS 66210, telephone (913) 451-3111 or fax 913-451-2551.]

Dynix Elite--a system for small libraries

After a year in development, Dynix Elite, a modified version of Dynix's integrated automated library system, is on the market in the United States. The new product is Dynix's answer to providing smaller libraries with a completely integrated system that fully supports the MARC format. Dynix installed its first Elite systems in April, 1989.

Dynix Elite is a turnkey system which utilizes standard Dynix software. Elite is packaged to reduce the amount of customization that can accompany larger installations.

Elite uses a new RISC technology computer, the IBM RT, for its hardware platform. The IBM RT operating system is called AIX (Advanced Interactive Executive) and was developed by IBM, based on the UNIX System V. The VMARX UniVerse product allows the PICK-based application software to run under the IBM AIX operating system.

Modules currently available on Elite include cataloging, circulation, and online public access catalog. In addition, Elite comes with report management software. Optional modules include circulation backup, reserve book room, and bibliographic utility interfaces. Eventually all Dynix software--including acquisitions and serials control--will be available as options to Elite users.

Dynix Elite can handle up to 24 ports, more than most small and medium-sized libraries use. This number is not a hardware limitation, but was chosen to make installation as smooth as possible. Elite has been successfully tested under full-load conditions that exceed 50 users. A library's Elite data base can go up to 220,000 bibliographic records, and there is no limit to the number of patrons or circulation figures. A library with branches can also use Elite and any Elite customer can transfer to the standard Dynix system at any time. Libraries sharing a system need to use the standard Dynix system.

Both on-site training and training at Dynix headquarters are available. The on-site training includes six days for the basic modules. The off-site training program includes travel expenses for two library staff members to attend sessions in Utah.

Dynix Elite systems begin at approximately $55,000, of which $28,000 is for software.

[Contact: Dynix, Inc., 151 B. 1700 South, Provo, UT 84606; (601) 375-2770 or fax 801-373-1889.]

Dynix introduces benchmarking tool

Benchmarking--the testing of a computer system under simulated conditions--is necessary only when a new hardware platform is introduced, or a hardware platform is being configured to support a greater workload than previously undertaken by another user. It is becoming more and more common because of the adoption of operating systems such as PICK and UNIX which can be supported on scores of machines. Benchmarking can be costly--a 200 terminal benchmark costs $20,000 to $25,000. Dynix, a company which already supports a wide variety of hardware, has developed a new testing and configuration tool called PROMARK. It is a group of PCs used to replicate the conditions which in the past had been created by having human operators with scripts at terminals. A "master" PC is used to drive up to 32 "slave" PC5. Each slave, in turn, attaches to 32 ports on the computer being tested so that the maximum PROMARX configuration can test systems with up to 1,024 active users. An additional port is used for monitoring and reporting test results back to the master PC.

A PROMARK test session takes much less time to set up and operate than one with human operators--typically only 15 to 20 minutes for testing. It can be easily tailored to test specific hardware configurations, transaction mixes, and load levels. The PROMARK benchmark costs up to 60 percent less than one using human operators. The new tool was used by Dynix before it added Hewlett-Packard and Tandem hardware to its increasing product line.

[Contact: Dynix, Inc., 151 East 1700 South, Provo, UT 84606; (801) 375-2770 or fax 801-373-1869.]

VTLS signs State Lenin Library

The State Lenin Library, by law the main national library and official book depository of the Soviet Union, has selected a VTLS system to meet its automatic needs. The Library has a collection of more than 37 million items, including 12 million foreign items in 247 languages. The system is to be installed in the Fall of 1989. The software will be customized to support the Cyrillic character set, the ISO 6973/2 character set, and the Soviet MARC format. The Library is the fifth national library to select VTLS. Others are the national libraries of Finland, Malaysia, and Scotland, and the National Agricultural Library of the U.S.

[Contact: VTLS, Inc., 1800 Kraft Drive, Blacksburg, VA 24060; (703) 231-3605.]

Data Trek develops catalog searching software

Data Trek, Inc. has announced a new catalog searching utility. This product, the Universal Search Module (USM) includes complete Boolean capability, rapid sorting, simple patron access, variable (including MARC) displays, and a host of other options. Though it is designed primarily to work with DTI's Catalog Module, USM can be used with any automation system catalog or data base in flat ASCII format.

As an introductory offer, DTI included USM free to anyone purchasing its Catalog Module before June 1, 1989. After June 1, the price went to $995. DTI has a free USM demo disk available upon request. This demo disk, along with its accompanying overview documentation, allows users to experiment with all of USM's powerful searching capabilities. Demo versions are available for IBM-PCs (with or without hard drive) and Digital Equipment Corporation VAX computers using the VMS operating system (version 4.7 or greater)

[Contact: Data Trek, Inc., 167 Saxony Road, Encinitas, CA 92024; (619) 436- 5055 or (800) 876-5484.]

Unix gains support

The UNIX operating system, now used by several local library system vendors, gained further support when a high level IBM representative delivering the keynote address at UniForum in San Francisco in March said that IBM is committed to the UNIX market. Terry Lautenbach, IBM's U.S. General Manager, said that IBM's UNIX implementation, AIX (Advanced Interactive Executive) will be equal with its SAA (Systems Applications Architecture). The former will support IBM products in the open architecture of the UNIX environment and the latter will be the standard framework for IBM's proprietary operating systems. IBM also will support the OSF/Motif graphical user interface being developed for UNIX by Microsoft, Hewlett-Packard and Digital.

New automation products review

LITA will offer its now traditional new automation products review at ALA Annual Conference in Dallas on Saturday morning, June 24. The session will provide a forum for vendors of automation products and services to present that which has been developed since June 1988. Sessions will include four or five reviews per hour, with questions and answers after each presentation. The Annual Conference Program will include details on the companies making presentations.

EBSCO and Comstow announce retrospective conversion service

EBSCO Subscription Services and Comstow Information Services have announced the successful load of serials data onto BiblioTech Library Systems and DRA Atlas systems from the EBSCO/RETRO service. EBSCO/RETRO is an inexpensive way to create a library's serials records in full MARC format. By using the current subscription list, EBSCO matches titles on order to the CONSER and MARC-S tapes. The average hit rate is now averaging 96 percent for a typical American university list. This service is recommended for libraries with at least 200 titles on order, and is provided at no charge to its customers by EBSCO.

BiblioTech is a fully integrated library system for special libraries operating in a VAX/VS environment. BiblioTech includes comprehensive functions for handling journal acquisitions, check-in, renewals, claiming, routing and indexing of periodical articles.

Data Research's Serials module is part of the ATLAS product line which is a comprehensive, fully integrated collection of library automation applications that runs exclusively on Digital hardware. ATLAS is currently in use in more than 300 academic, public, and special libraries worldwide.

[Contact: Sharon Cline McKay, EBSCO, P.O. Box 1943, Birmingham, AL 35201; (205) 991- 13FR.]

Water alert devices

We have recently been asked about alert devices, detectors which set off an alarm when water is detected on the floor near electronic equipment.

One of the least expensive devices on the market is the Model SS battery operated unit from Dorlen Products, priced at $78. Higher-priced models offer remote indicators so that staff out of hearing range can be alerted. A remote indicator priced at $565 to $3,600 can monitor several water alert units.

[Contact: Dorlen Products, 7424 W. Layton Ave., Milwaukee, WI 53220; (414) 282- 4840.]

Medical and law cat CD450 introduced

OCLC has introduced specialized medical and law data bases for the CAT CD450 system. The Medical Cataloging Collection was unveiled at the Medical Library Association meeting in Boston in late May. The Law Cataloging Collection will debut at the American Association of Law Libraries conference in Reno in mid-June. The Medical Cataloging Collection contains the 600,000 most frequently used records from the OCLC Online System, more than 57 percent of the total medical records in the data base. NLM, 1.0 and contributed records are represented. The Law Cataloging Collection includes the 600,000 law-related records most frequently used from the OCLC Online System, more than 68 percent of the total in the data base. LC and contributed records are represented. Updates for both collections will be sent to subscribers quarterly beginning in the third quarter of 1989.

CAT CD450 is a PC-based CD-ROM cataloging support system which links with the OCLC Online System. For records not found on the CD-ROM, the operator can continue the search on the Online System. The offline/online combination is expected to provide an average hit rate of 95 percent while reducing telecommunications and online access costs. Projected savings are approximately 20 percent as against use of the OCLC Online System alone.

[Contact: OCLC, 6565 Frantz Road, Dublin, OH 43017; (614) 764-6000 or an OCLC Regional Network.]

Low cost mailing list package

Word processing packages and data base management systems are not the best way to maintain a mailing list. If several mailing lists are to be maintained, with overlap of names among lists, a $79.95 package called FastPak Mail List Manager is a good bet. It can combine multiple lists with duplicates, perform high speed sorting (including by zip code to realize postal savings), provide Nth name selection for randomly selecting a subset from the list(s), print Cheshire and 1,2,3,4 or more wide mailing labels, automatically capitalize proper names in conversion of existing upper-case-only files, compress data to save disk space, and individualize form letters by adding mailing list names, addresses and boiler-plate paragraphs. Input can be through a]rtost any popular word processing package.

[Contact: Fast Track, Inc., 129 West Patrick Street, Frederick, MD 21701; (800) 942-5262.}

WordStar 5.5 available

WordStar 5.5, a word processing software package from MicroPro International is now available. It offers increased connectivity with other software packages. For example, it is now possible to import files from Lotus 1-2-3 and Ashton-Tate's dBase. In addition, the implementation of "Star Exchange" permits the importation and integration of files created with other word processing packages. With the new software' s "Advanced Page Preview" feature it is possible to see on the screen how as document will appear when it is printed, including typefaces, graphics, and formatting.

Word Star 5.5 will run on all IBM-PCs, XTs, ATs, PS/2s, and compatible equipment.

The price is $495, with upgrades from WordStar 5.0 at $89.

CD-ROM statistics

Statistics on CD-ROM installations and products are readily available. However, their reliability or believability' often leaves much to be desired. After examining a number of sources, we believe that most realistic estimates place the total number of installed drives at under 80,000, with approximately 450 titles "in print." Both figures are double the figures generally accepted for 1987, and more than quadruple the figures generally accepted for 1986.

Word processing best sellers

WordPerfect was once again the best selling word processing software package in April, 1989, according to Egghead Discount Software. Word 4 by Microsoft came in second, Professional Write by Software Publishing ranked third, Multi-mate Advantage II by Ashton-Tate garnered fourth, Displaywrite IV by IBM was fifth, Samna Word IV 2.02 was sixth, WordStar 5 by Micropro was seventh, and Office Writer 6 by Office Solutions was eighth.

Videodisc directory in preparation

The fourth edition of the Videodisc Compendium for Education and Training is scheduled for publication in September 1989. The directory is expected to include more than 500 products by nearly 100 producers. The subject with the greatest number of listings in the 1988 edition was science, with 84 titles listed. While art had only 37 listings in 1968, it is the fastest growing subject area. Among recent releases is a three disc set of 35,000 images of masterpieces in the Louvre and an interactive videodisc program containing hundreds of facsimile images from the 13th century illuminations of the New Testament known as the "Codex Vat. Lat. 39" held by the Vatican Library. Data processing had 40 entries in 1988 and is expected to have a number of additions in the new edition. No price has been announced for the new directory.

[Contact: Emerging Technologies Consulting, Inc., P.O. Box 12444, St. Paul, MN -55112; (612) 639-3973.]

Fax development statistics

A survey of 18,000 U.S. businesses conducted by Computer Intelligence determined that 77 percent of all sites have telefacsimile machines installed. In contrast, only half of government and education sites have access to equipment. These less saturated markets will presumably be targeted by companies in the industry.

Fax guidelines coming

National Guidelines for the use of telefacsimile in interlibrary loan are being developed by the Fax Subcommittee of the ALA RASD ILL Committee. The National Guidelines will address borrowing strategies, copyright compliance, formatting of requests, turnaround time, and many other issues raised by the use of fax technology in interlibrary loan.

Interlibrary loan librarians in several states already have acted. There are state guidelines in Kansas, Michigan, New Jersey, North Carolina, Pennsylvania, and Wisconsin; as well as some guidelines for special tax networks.

Interlibrary loan librarians who wish to influence the development of the National Guidelines should act quickly because the Fax Subcommittee's work is nearing completion.

[Contact: Tom Kilpatrick, Interlibrary Loan Librarian, Delyte W. Morris Library, Southern Illinois University, Carbondale, IL 62901; (618) 453-3374 or fax 618-529-2343.]

Public fax service

Several public libraries are installing public fax service to make it possible for library users to send fax messages, and even to receive them. The rates for sending generally are $4.00 per page for the first page, $2.00 per page for each of the next 9 pages, and $1.00 per page thereafter. Telephone tolls add $.25 per page to the transmission cost. Rates for receiving are usually half of those for sending. One must preregister with the fax service vendor to receive documents. Payment is by major credit card inserted into the machine. One of the largest franchises for public facsimile service is ActionFax, but several local and regional companies also are offering the service to hotels, business service centers, and libraries.

[Contact: ActionFax, 560 Hudson Street, Hackensack, NJ 07601; (201) 641-8400.]

RLIN offers direct end-user access

RLIN, the bibliographic utility operated by the Research Libraries Group, is now offering university faculty and students direct access to its data bases via INTERNET, a network of computer networks that links research institutions throughout the United States. On many campuses it will be possible to log on to the LAN, select RLG's address from the menu, and type "connect." For $119, the user has ten hours of terminal connect time to search files of bibliographic citations and location information. In addition to the holdings of RLIN participants, LC, NLM, and the British Library; access to special subject-oriented files is offered including the Avery Index (art and architecture periodicals) and the Eighteenth Century Short Title Catalogue. Users who do not have access to INTERNET can use GTE/Telenet at a cost of $219 for ten hours.

[Contact: RLIN Information Center, 1200 Villa Street, Mountain View, CA; (600) 537-RLIN.]

Authority control services

The increasing popularity of patron access catalogs and the maturing of the authority control modules of local library systems is increasing the importance of creating data bases which conform to the latest Library of Congress authorities.

Libraries generally have authority work performed by commercial bibliographic services. Several bf these services maintain authority files and use them in support of authority control services.

An authority file is a list of headings authorized for a library catalog. The headings include names (authors, corporate bodies, and conference names), uniform titles, series and subjects (topics and geographic names). The headings are established to provide a single form of entry for a particular entity or concept and to reduce the possibility of ambiguity between titles or concepts that are similar. An authority file also provides a system of cross references from forms of entry not used to the form that is used (see references) and references to other headings used which are related in some way to a given heading (see also references).

The Library of Congress is the primary supplier of authority file information to the bibliographic services. The services subscribe to LC's current name and subject authorities tapes and load them into their systems as frequently as weekly. They may augment the LC headings with additional headings. However, these are usually displaced when LC establishes headings.

The specific services for which libraries contract with bibliographic services are:

• updating of library headings in the MARC format to LC's most recent practices;
• Standardizing the forms of the headings for filing purposes;
• Correcting MARC tags and subfield codes; and
• Providing deblinded cross references.

Much of the need for subjecting a library's machine-readable records to authority control is attributable to the change to AACRII. (Nearly 70 percent of name headings have been affected by the implementation of AACRII.) Although the older records on a library's archival tapes may have been subjected to a mechanical authorities flip which changed the headings of older records to the new forms, a significant number of errors typically have crept in during the process. Therefore, it is important that the bibliographic headings be checked and corrected.

The usual approach of a bibliographic service is to match a library's bibliographic headings against a master authority file using a batch tape processing approach. The system automatically updates headings to conform to the Library of Congress' most recent practices, standardizes them for filing purposes, corrects spelling and capitalization errors, sets the correct MARC tags and delimiters for the type of heading, spells out abbreviations, creates appropriate cross references, and eliminates blind cross references. The headings that cannot be linked with headings in the bibliographic service's authority file--typically about ten percent--are printed in context for review by authority control editors. While many bibliographic services can do the mechanical matching against LC authority files, not all have the qualified editorial staffs to review the results. Therefore, a library should question a prospective vendor closely about the number and qualifications of its editorial staff.

Complete authority control generally costs about $.16 per bibliographic record. This is exclusive of merging and deduping services which generally are performed before authority work is done. The price generally is lower for large files of hundreds-of-thousands of records or for customers obtaining service under a master contract negotiated by a regional OCLC network or a local library system vendor. Discounted prices usually are between $.11 and $.13 per record.

Many vendors have a large backlog of authority control work, therefore, it is necessary to schedule the work at least six months before it is to be done.

Some vendors also offer ongoing authority support. For example, a library can choose to receive electronic mail or tape notification of any changes that occur to authority records which have been linked for the library in a previous batch authority project, or a library can contract for quarterly tape processing service.

While Blackwell North America and UTLAS are the acknowledged leaders in the field, other companies which do authority work are Auto-Graphics, Brodart, General Research Corporation, Library Systems a. Services, Inc. (LSSI), and Marcive. The Computer Company has recently announced that it will discontinue its bibliographic source operations in July, 1989.

[Contact: Auto-Graphics, 751 Monterey Pass Road, Monterey Park, CA 91754, telephone (213) 269-9451; Blackwell North America, 6024 S.W. Jean Road, Building G, Lake Oswego, OR 97035, telephone (800) 547- 6426; Brodart Automation, 10983 Via Frontera, San Diego, CA 92127, telephone (619) 451-8900; General Research Corporation, 5383 Hollister Avenue, Santa Barbara, CA 93111, telephone (800) 235- 6788; LSSI, 20251 Century Blvd., Germantown, MD 20874-1162, telephone (800) 638- 8725; Marcive, P.O. Box 47508, San Antonio, TX 78265, telephone (800) 531-7678; UTLAS International, 8300 College Boulevard, Overland Park, KS 66210, telephone (913) 451-3111 or fax 913-451-2551.]

New OCLC ILL document suppliers announced

Reports and articles from the ERIC Document Reproduction Service, the Engineering Societies Library, and the Institute for Scientific Information's The Genuine Article service are now available through the OCLC ILL Subsystem. The ERIC Document Reproduction Service provides paper and microfiche reproductions of materials in the field of education. The materials are available for purchase only using a major credit card or a deposit account. The Engineering Societies Library maintains one of the largest collections of engineering literature in the world, including 315,000 monographs and more than 5,000 current journals. Loans and photocopies are available, with the cost charged to a deposit account or billed to the requesting institution. The Genuine Article, a service available through the Institute for Scientific Information, provides the full text of articles from the current and previous four years of 6,000 arts, humanities, social sciences and science journals. There are several payment options, including discounted deposit plans.

The addition of the three document suppliers to the OCLC ILL program brings the total number of specialized document suppliers to thirteen.

[Contact: OCLC, 6565 Frantz Road, Dublin, OH 43017; (614) 764-6000 or an OCLC Regional Network.]

WLN legislation signed

The governor of Washington has signed legislation authorizing the Western Library Network (WLN) to become a private nonprofit corporation. The new structure, which may take as long as 16 months to put into place, will provide a greater degree of flexibility, including more fund raising options and greater user participation in the bibliographic utility's governance.

Standard common command language revised

A revised draft of the standard for a common command language for bibliographic services (Z39.58-198X) is now being reviewed and balloted by the Voting Members of the National Information Standards Organization.

The current revision accommodates previous negative votes and comments. Changes include relaxed requirements for immediate adjacency of proximity operators and an extended scope to include computer-based retrieval systems. In addition, the definitions are clarified and the summary descriptions of primary commands is presented in alphabetical order. The revised draft also revamps examples and provides a brief but logical and consistent overview of the commands.

The National Information Standards Organization is a nonprofit association devoted solely to developing and promoting technical standards used in libraries, information services, and publishing. NISO is accredited by the American National Standards Institute. Sixty-five organizations support NISO, including Apple, UNISYS, the Library of Congress, the National Library of Medicine, the Information Industry Association, the American Library Association, the Association of American Publishers, OCLC, Inc., and UMI Inc. For additional information on NISO contact: NISO, P.O. Box 1056, Bethesda, MD 20817; (301) 975-2814.

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