Introduction

In the past decade, libraries have taken advantage of modern technology and made their collections more searchable by replacing old in-house card catalogs with remotely accessible Online Public Access Catalog (OPAC) systems. At the same time, due to reduced budgets and rising costs, libraries have grouped together in consortia to share resources, collections and services.1 Given these two major transitions in libraries, electronic access to many libraries' holdings is virtually universal. Library consortia are generally based on similarities such as geographic location (New England), subject specialty (medicine), type of library (government), or type of patron (student). Some consortia member libraries have their catalogers contribute records to a single shared catalog. In other libraries and consortia, cataloging is centralized, and one cataloging department creates the records for all the members and branches. However, it is quite rare for a single library to be part of two separate parental libraries, and to contribute cataloging to both parental catalogs, neither of which is shared with the other. This is the case for the Northeast Fisheries Science Center (NEFSC) Library in Woods Hole, Massachusetts, which is part of both the Central Library of the National Oceanic and Atmospheric Administration (NOAA) and the Marine Biological Laboratory (MBL)/Woods Hole Oceanographic Institution (WHOI) Library.

NEFSC Library

The NEFSC is part of the northeast regional division of the National Marine Fisheries Service. The library is a member of the NOAA Library and Information Network (NLIN) and contributes cataloged records to the NOAA Central Library OPAC system. However, NEFSC has enjoyed many years of working collaboratively with the MBL/WHOI Library in providing services and collection access to the local science community. In fact, due to space constraints, almost one-fourth of the serials and ninety percent of the NEFSC book collection are shelved in the main collection of the MBL/ WHOI Library. New material acquired by and housed at NEFSC is cataloged by their staff, who then send the MARC records to the NOAA Central Library for inclusion in their Sirsi Stilas OPAC system and import them into the MBL/WHOI Endeavor Mariner system. Recommended book titles may also be purchased and cataloged by the MBL/WHOI Library staff with the records residing in their OPAC system and the items housed with their collection.

Parent Libraries

The NOAA Central Library, located in Silver Spring, Maryland, is the parental government library for all the various agencies and divisions falling under the administration of NOAA. These include the National Weather Service, the National Climatic Data Center, the National Hurricane Center, the National Marine Mammal Laboratory, the National Severe Storms Laboratory, the National Marine Fisheries Service, among others. In all, more than thirty-eight libraries are represented in the NOAA Library and Information Network.

In the fall of 1996, NOAA Central Library installed a new Web-based OPAC system called Stilas, which was developed by the Sirsi Corporation. Previously, a Union List of member libraries' holdings was stored and distributed on CD-ROM through Bibliofile, a service of The Library Corporation. As part of the initial installation of the Stilas system, existing MARC records were downloaded in batches from OCLC. Thereafter, member libraries where given instructions on how to code newly cataloged records, export them from OCLC, and transfer them via File Transfer Protocol (FTP) to the NOAA Central Library. There, staff loaded the transferred records into the Stilas system. A few of the member libraries chose to purchase one or more of the modules Sirsi offers, allowing them to catalog, perform acquisitions, and monitor circulations electronically.

The major change to the cataloged records was the addition of a 949 field which identified the holding library and the assigned call number. A few cataloging protocols and other policy bumps had to be worked out, but for the most part, member libraries successfully transitioned from the CD-ROM Union List to the online system. The majority of contributing libraries use Passport for Windows to catalog and export OCLC MARC records prior to transferring them to the Central Library.

The MBL/WHOI Library is a single library, jointly owned and operated by its two parent research institutions. It serves the entire scientific community of Woods Hole, Massachusetts, including the Woods Hole-based scientific staffs of the National Marine Fisheries Service (NMFS) and the U.S. Geological Survey, under various financial and contractual arrangements. The library's online catalog, Mariner, uses Endeavor Information Systems' Voyager software, including OPAC, acquisitions/serials, cataloging and circulation functions. This system utilizes multi-tier client/server architecture, with clients running on PC's under Windows 3.1 and Windows 95. There are dedicated OPAC workstations in the Main Library on the MBL campus and in various outlying library offices on the WHOI and NEFSC campuses. All staff workstations have the OPAC module, as well as all staff modules, installed. Most library patrons access the Mariner OPAC via Web Voyàge, Voyager's full-featured Web OPAC module. MBL/WHOI Library originally automated beginning in 1989 as a member of Cape Libraries Automated Materials Sharing (CLAMS), a local multi-type automation network consisting primarily of public libraries on Cape Cod and the island of Martha's Vineyard using Data Research Associates (DRA) software. Records were initially loaded from OCLC archive tapes into the DRA bibliographic database. This load included records cataloged by the MBL/WHOI cataloger for the NEFSC library, which were identified by a code of "MBWF" in the OCLC 049 (Local Holdings) field. Each item cataloged on OCLC by the MBL/WHOI cataloger for NEFSC had been done twice--once with an 049 of "OAP" which is the main NMFS tag, and again with a code of "MBWF" for MBL/WHOI Library, NMFS-owned. Because each record was on both NMFS and MBL/WHOI archival tapes, they were able to be downloaded easily into both the NOAA and CLAMS bibliographic databases. By 1995, both MBL/WHOI and the rest of the CLAMS member libraries had realized that their automation needs were diverging. As a result, ML/WHOI Library resigned from the consortium and withdrew its bibliographic, item and patron records from the CLAMS database. Bibliographic records were extracted in MARC format using the DRA MARC_EXTRACT_RUN program in conjunction with a DCL script written by the second author. Item and patron records were extracted using DRA's ReportWriter program with the output formatted to Endeavor's specifications. MBL/WHOI's Voyager system became officially operational on January 1, 1996.

NOAA Cataloging Requirements

In order to accommodate the OPAC system at the NOAA Central Library, member libraries edit downloaded OCLC MARC records to include a 949 field (a "locally-defined" field in the OCLC MARC format used by Sirsi to transfer holdings information). After the records are transferred to NOAA via FTP, staff at the NOAA Library use a process on the Sirsi Stilas system called a "Bibload Report" that reads the records and loads them into the catalog2.

The Bibload Report checks the OCLC control number of the incoming record against the existing database for a match. If the control number on the transferred record does not match an existing record, then the Bibload Report adds the entire MARC record to the database along with one or more Call Number Records for the contributing library, and one or more Item Records for the contributing library based upon what it finds in the record's 949 tag. If the control number on the transferred record matches an existing record, then the Bibload Report creates one or more Call Number Records and one or more Item Records for the contributing library and attaches them to the existing record. The elements of the 949 tag are read by the Sirsi software to provide the following subfield information:

• The 949 subfield 'a' becomes the basis for the Call Number Record.
• The 949 subfield 'v', if present, combines with subfield 'a' to become part of the basis for the Call Number Record.
• The 949 subfield 'w' becomes part of the Call Number Record; it tells the system how to process the call number, which is important for filing purposes. If this subfield is not present, the system assumes LC classification.
• The 949 subfield 'c' becomes the copy number in the Item Record.
• The 949 subfield 'h' contains the holding code. The Bibload Report checks the holding code against a table which tells the system the Library, Item Type, and Location for the item. The Library becomes part of the Call Number Record and the Item Type and Location become part of the Item Record.
• The 949 subfield 'i', if present, contains a barcode number which becomes the basis of the Item Record. If not present, the system generates a dummy barcode number.

MBL/WHOI Library Cataloging Requirements

The MBL/WHOI Library, on the other hand, has a completely different software package, developed by the Endeavor Information System, which not only serves as their OPAC system but also provides cataloging along with other modules. Records exported from OCLC to the local workstation using Passport for Windows may be imported directly into the Voyager cataloging module, edited and then saved to the library database. Voyager uses a MARC MFHD (MARC Format for Holding Data) record, created by the cataloger after the bibliographic record is saved, for location and call number information. Item records linked to the new MFHD record are created for the individual copies or volumes ("circulation pieces"). If the piece has been barcoded, this data may be included in the item record, but it is not a mandatory element.

Standards for adding a new bibliographic record to the library's database are the same as those for the NOAA Central Library; however in this case, determining whether a record already exists is done by the cataloger using all appropriate matchpoints, rather than strictly on the OCLC record control number. If a record already exists for the new material, a new holding record, linked to the existing bibliographic record, may be created. If the new material is simply an additional copy for a location already having holdings, only a new item record is created which is linked to the appropriate existing MFHD record.

Solution

As previously mentioned, the MBL/WHOI Library serves all members of the Woods Hole scientific community; its database includes materials of interest and is readily available to scientists in all fields studied in the various scientific institutions in the village. Thus, MBL/WHOI's Mariner OPAC is a "one stop shop" for library resources for the scientific staff of the NEFSC.

The OPAC includes not only materials owned by MBL and WHOI in their interest areas, but also the approximately ninety percent of NMFS-owned material which is housed in the main MBL/WHOI Library collection on the MBL campus. However, it did not include the materials owned by NEFSC and housed in their collection across the street. NEFSC staff need to be able to find all resources in one place and other Woods Hole scientists studying similar subjects need to know about resources housed at NEFSC as well as those in the other library collections. Also, now that the NOAA central library is automated, the local NEFSC library has an obligation to contribute records and holdings for all NMFS-owned materials in Woods Hole, no matter where they are housed, so that NOAA scientists in all locations have access to all NOAA materials, making the NOAA OPAC a "one stop shop" for NOAA.

The solution, made possible because both catalogs intersect in a single librarian, was to have the NEFSC librarian contribute the same cataloging copy to both databases. This would allow all Woods Hole materials to be listed in the MBL/WHOI Mariner catalog and all NEFSC-owned materials to be listed in the NOAA central catalog. The MBL/WHOI system would handle circulation only for those items held in MBL/WHOI collections. The NOAA system provides OPAC only, so circulation of items housed at NEFSC would continue to be handled manually, as before.

Implementation

It is widely recognized that accuracy and consistency in data entry must be maintained for effective access in shared library catalogs. However, as Bernard Sloan points out3, having local autonomy in manipulating and managing cataloged records can allow for the "common good" for the local community. We have found each of these aspects to be true in our situation. The NEFSC Library follows OCLC Bibliographic Input Standards when creating original cataloged records or editing those that are "copy cataloged." However, holdings data and call number fields are customized to best represent the NEFSC Library and provide clear access information for patrons identifying items in either the NOAA Stilas system or the MBL/WHOI Mariner system.

The NOAA Central Library prepared detailed steps for their member libraries to edit OCLC records, export, FTP the export file, and inform NOAA Central Library of new records to be added and those to be deleted. This was very important to both insure standardized records coming from the many contributing member libraries, and to minimize the amount of editing necessary to import the submitted records into the Stilas system. Early on in the process of switching over from the Bibliofile CD-ROM Union list to the online Web-based Stilas system, NOAA Central Library distributed numbered Information Notes to member libraries. These were detailed and clearly written which proved to be well worth the time and effort to create them.

To import records into the MBL/WHOI Mariner system, the NEFSC librarian worked closely with the MBL cataloger and the systems manager to learn the idiosyncrasies of the system. It was originally thought that the 949 field added for the Sirsi system would have to be deleted before importing records into Mariner. Fortunately, the Voyager OPAC clients could be configured to allow the 949 field, but not display it unless the patron explicitly requests a MARC format display. If a record already exists in the MBL/WHOI online catalog then the holdings information is edited to reflect that a copy resides at the NEFSC Library with its related call number. In addition, the Mariner system allows statistical information to be associated with each item record. This information is also edited to reflect how the item was acquired (gift, purchase, etc.), which parent institution owns the item, and the broad LC classification to which the record belongs.

Both systems allow for a title to be searched for throughout the holdings of all their collections or member libraries in a single search. This eliminates the need to conduct a separate search through the holdings of each individual library or library office. Moreover, without an online system of its own and with a limited budget, the

NEFSC Library now has its collection represented in two major resource online catalogs. However, as is the concern with many shared resources arrangements, continuous attention has to be paid to maintaining standardization of record format 4,5. Strong internal control among the member libraries can insure system and record accuracy while allowing for customizing of individual collections.

Summary

Attaching the same library's records to two different OPAC systems requires some extra effort and time, something many catalogers don't have. However, with complete training and minimal support, the NEFSC librarian is able to contribute cataloging efforts to both the NOAA Central Library and the MBL/WHOI Library. And the results are well worth it. In a sense, time is being saved because the record is only edited and downloaded from OCLC once. Furthermore, one record is then retrievable in two systems that are both widely accessible via the Internet and together represent the holdings of many libraries. The main benefit comes in the ability to identify and locate items for the patron efficiently and effectively. In this case, the NEFSC Library satisfies the needs of its patrons who come from two very different communities.

Acknowledgments

The authors would like to thank Stanley Elswick at the NOAA Central Library for his details about the Sirsi Stilas System; Colleen Hurter at the MBL/WHOI Library for tracking down our references; Cathy Norton, director of the MBL/WHOI Library for her encouragement and support; and Peg Costa at the MBL/WHOI Library, who provided both her cataloging expertise and patient training.

References

1. Crane, M.B. "The New England Law Library Consortium experience." Law Library Journal 85: 767-73 (Fall 1993).
2. Elswick, S., NOAA Central Library. Personal Communication (May 1997).
3. Sloan, B.G. "Technical services in the 1990s: maintaining shared catalogs." Illinois Libraries 72: 497-503 (Sep. 1990).
4. Hill, J.S. "The elephant in the catalog: cataloging animals you can't see or touch." Cataloging and Classification Quarterly 23 (1): 5-25 (1996).
5. Stankowski, R.H. "Bibliographic record maintenance and control in a consortium database." Cataloging and Classification Quarterly 12 (2): 47-62 (1990).

Laurel E. Duda is science reference librarian, MBL/WHOI Library, Woods Hole, MA.She may be reached via e-mail at: lduda@mbl.edu. Margaret A. Rioux is information systems librarian, MBL/WHOI Library, Woods Hole, MA. She may be reached via e-mail at: mrioux@whoi.edu.