Partners in Resource Access:
Lincoln Trail Libraries System and OCLC

Lincoln Trail Libraries System (LTLS) is one of 12 library systems in Illinois. As part of the system's service program, LTLS manages a shared automation project named Libraries IN Cooperation (LINC), for 48 online, 20 pre-online and nine union list library buildings within the LTLS service area. These library buildings represent all types of libraries - academic, public, school and special libraries. The project, started in the late 1970s, has grown significantly over the past seven years, and the type of bibliographic records available in LINC has changed over that time. In the beginning of the project the records were non-MARC records and were added using Marcive data. Subsequent to the original record load, some libraries began using OCLC as a primary source for new records, while others utilized local input and a variety of other bibliographic tools. As the project moved into the mid-1980s, LTLS relied more and more on OCLC as a source for new bibliographic cataloging records, due in part to the member libraries' commitment to resource sharing on a local, state and national level. However, at that time the shared database was still a non-MARC system with many short and incomplete records.

LINC moves to Full-MARC bibliographic records

In 1989, the members of LINC voted to convert the database to full-MARC and commenced converting existing non-MARC bibliographic records to full-MARC records. Lincoln Trail Libraries System received an LSCA grant to assist libraries in making that conversion and utilized both Autographics and OCLC as vendors in the retrospective conversion project. During the period of retrospective conversion of 1990-1991, the members of the shared automation system determined that LTLS needed standards for ongoing additions to the database. Thus, LTLS, with member libraries, undertook a yearlong study regarding where to get new MARC records. Among the issues reviewed were cost, completeness of the bibliographic utility, completeness and accuracy of the MARC database to be utilized, ability to avoid duplication using machine matching and ability to load the records into the shared database automatically.

The LINC Automated Libraries Council chose OCLC as the bibliographic vendor for MARC records. OCLC provided a quality MARC database and offered one of the largest sources of copy cataloging available. The OCLC record number also served as a unique accession number, allowing incoming records to be matched against records already in the database to prevent duplicate records. In 1992 LTLS began its partnership with OCLC as the sole source for bibliographic records in the LINC shared online catalog.

Another important result of the study was that the members of LINC, the LTLS Local Library System Automation Project (LLSAP) adopted cataloging standards. These standards set forth how libraries could add bibliographic records to the LINC database. These standards require that libraries adding MARC records to the database needed to meet the following criteria to become Cataloging Centers:

• Management by a library professional with caloging, AACR2 and MARC experience;
• Perform copy cataloging using AACR2, MARC and ISBD;
• Retain and use the latest cataloging tools;
• Attend and participate in Cataloging Centers meetings;
• Agree to store a MARC record for each new record created.

Four members of the LLSAP met the qualifications as Cataloging Centers. For all other LLSAP members, LTLS created a Cataloging Center service program. As part of this new program, members agreed to share the costs involved with maintaining this Center (personnel, telecommunications and OCLC charges) and also to send items to LTLS so they can be cataloged with the item in hand. LTLS agreed to meet the Cataloging Center standards and to adopt an additional criterion of quick turn-around time to return materials to the owning library.

* Jan Ison, Executive Director and Pat Boze, Automation Consultant, Lincoln Trail Libraries System, Champaign.

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A key element in LTLS being the Cataloging Center and using OCLC as the sole bibliographic utility was the development of an "umbrella" profile for all the LLSAP members, except for two libraries that were full OCLC members. This meant that all the cataloging for the member libraries using the "umbrella" profile was done using the LTLS cataloging symbol, and individual libraries were identified by the fourth letter code. It was agreed that all new bibliographic records would be added to OCLC, thus representing accurately what bibliographic records were available. However, not all of the holdings of each individual library were available on OCLC. LTLS in exchange handled all the OCLC ILL requests that were under the umbrella profile and requested the materials from the members via the LLSAP circulation holds functionality. When the ILLINET tapes were loaded into ILLINET Online (10), the individual libraries that had the first record cataloged were identified in 10. Over the year this shared "umbrella" profile worked, but eventually it began to cause problems. For example, if the library that was the first library cataloging an item deleted it, the record in OCLC could not be updated to reflect the deletion if other libraries also owned the item because LTLS was the owning location as recorded in the OCLC database. This problem became a greater issue as FirstSearch TM became a statewide resource funded by the Illinois State Library. LTLS member libraries could not effectively use the features of ILL requesting, and other ILLINET members did not know who owned items in LTLS when they saw the holdings information on FirstSearch. It became apparent that changing from an umbrella profile to having each library be a full OCLC member was in the best interest of the library system members as well as all ILLINET members so that resource sharing could be better accomplished in the future.

LINC grows and the Virtual Illinois Catalog becomes a reality

As Lincoln Trail Libraries System's reliance on OCLC grew, more libraries continued to join the LLSAP. In 1992, the number of LLSAP members was 22. By 1999, the number had grown to 77 individual library buildings. This growth contributed even more to the knowledge that the umbrella profile was becoming outdated. Aside from some larger academic institutions and health science libraries, most of the LTLS member libraries were under the LTLS profile.

The growth of LINC and the migration of ILLINET Online to a turnkey vendor, coupled with the decision of the Illinois Library Computer System Organization (ILCSO) to not load the holdings of non-ILCSO member libraries in 10, increased the need for "breaking up" the LTLS umbrella profile. At about the same time, a plan was developed to implement a Virtual Illinois Catalog (VIC) as a better means of gaining access to LLSAP holdings throughout Illinois. A part of the implementation of VIC called for loading all LLSAP holdings into OCLC. Lincoln Trail Libraries System was ready to be the test library system in implementing this part of the VIC project. The library system received a grant from the Illinois State Library to break up its OCLC umbrella profile and allowed the system to create a mechanism for updating all the LLSAP libraries' holdings data in WorldCat on a regular basis. VIC's purpose is to utilize Z39.50 standards and create a search interface that can search multiple LLSAP's at one time, displaying both the holdings and shelf status of items in the LLSAP's. VIC can also interact with OCLC's interlibrary loan module, PRISM, to generate interlibrary loan requests. However, library holdings must to be displayed accurately in both VIC and OCLC's WorldCat to utilize this ILL functionality. There were other reasons to move toward this goal:

• More accurate holdings data would give better service to other libraries throughout the U.S. and Internationally.
• Accurate data would allow better service for patrons because interlibrary loan can now be generated electronically by patrons.

Adding all LINC MARC records to OCLC

LTLS approached the breakup of the OCLC umbrella profile and the implementation of an ongoing batchload process to update OCLC's WorldCat with several goals in mind:

• Improvement in resource sharing both for LINC members as well as for other ILLINET and OCLC members.
• Ongoing batchloading of new bibliographic items and deleting of items discarded from LINC would be more accurate than loading all records directly into OCLC.
• Libraries would be able to maintain local data records for serial holdings on OCLC rather than go through an intermediate party such as LTLS.
• Libraries could make more effective use of the options available on FirstSearch™ if they were full or selective OCLC users.

Several issues arose as the library system approached the breakup of the LTLS profile. The system determined

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that all members, whether they were members of the LLSAP or not, should be given the opportunity to be either full or selective OCLC users. The decision on who would fall into each of the categories was the first major issue. Aside from some larger academic institutions and health science libraries, most of the members libraries were under the LTLS profile. As LTLS approached this project, it made sense that full OCLC members would be the LLSAP members who continue to add and update catalog records in LINC as well as OCLC. LTLS did not want to load any records into OCLC for libraries that were not making a commitment to keeping the current additions up-to-date. It was not in any library's best interest to make them a full user when they could not meet the contractual obligation of adding all new holdings. The libraries that became members of LINC did this as a building level decision; therefore, LTLS wanted unique OCLC holdings information by building and not by agency. This request by LTLS was a departure from the traditional method of how OCLC determined full or selective users in OCLC. It was assumed at OCLC that a school district is one institution and that individual buildings were added as a fourth letter. However, this was problematic for the LTLS schools, as there is not any centralization of cataloging or resource sharing in districts. LTLS staff worked with the ILLINET OCLC office to set up unique three-letter codes on a per-building basis. The rest of the non-LLSAP member libraries (excluding the larger academic and health science libraries) are set up as selective users because they do not update the OCLC catalog but want to utilize OCLC for resource-sharing purposes. In most cases, this is on an agency basis unless one of the buildings within the agency is a member of the LLSAP.

Library system staff spent considerable time filling out the individual profile forms for member libraries, checking and rechecking code translation tables, and making sure that libraries were included at the appropriate membership level. Once this profiling was complete, LTLS added 71 full OCLC users and 51 selective users to OCLC. Prior to that, these users were all part of the LTLS "umbrella" profile.

Another element to the code translation was to be sure that the SILO codes and the SILO database all agreed. OCLC did a "flip" of the prior SILO codes to the new codes so that this accuracy was assured. Both full and selective users can update local data records in SILO and LTLS, and ILLINET OCLC will begin to train libraries in this project during fiscal year 2000.

Backloading records from LINC

Several decisions had to be made regarding the batchloading process of sending records from the LLSAP to OCLC. The Ameritech Library Services 'Dynix' software, which is the software used for the LLSAP, allowed LTLS to take a "snapshot" of the bibliographic file using a query language called Recall. This query language let Lincoln Trail Libraries System select not only bibliographic records but also all the accompanying holdings data for all members of the LLSAP.

Library system staff used the file transfer process to transfer the bibliographic records file to OCLC. OCLC then deleted all the existing holdings in WorldCat that were owned by the system, Champaign Public Library and Danville Area Community College and re-set the holdings data based on the data that was sent in the bibliographic file. These holdings now truly reflect the LLSAP member library ownership in the WorldCat database. At the time of the backload, LTLS set 1,149,150 holdings in 520,375 bibliographic records. It is unknown how many holdings and bibliographic records were in OCLC prior to this load; however, LTLS staff estimates that the load more than doubled the holdings information.

During the backload process, several test files were sent to OCLC to be sure that the process could be completed accurately. At the time of the load only 60,000 bibliographic records could be sent at a time. Only one problem occurred during the load - about 50 of the library system records were too long. Those were periodicals such as Newsweek, People, and other popular magazines. In LINC, member libraries add holdings for each issue, so there were many holdings attached to the bibliographic record. This problem will re-occur during an ongoing batchload, and LTLS is still trying to determine an accurate solution to this problem.

Ongoing OCLC membership

Besides the batchload, the major advantage for OCLC is the ongoing loading of new records. LTLS had to develop a mechanism to provide the ongoing load and deletions. The Dynix software that LTLS uses creates date stamps when each new holding is added. With this feature, LTLS is able to use that information to generate ongoing files to load into the OCLC database. Date stamp files also can be generated when holdings are being deleted and a file can be generated to delete holdings in OCLC. LTLS has determined that uploading the records will be on a quarterly basis, and LLSAP member libraries will share in the ongoing costs of this process as well as the ongoing credits for deletions. The only change in shared costs is to add those libraries that were full OCLC users to the shared cost formula that is agreed between LTLS and its members.

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As LTLS members begin to fully participate as full and selective users in OCLC, there are issues related to this membership status that libraries would encounter. Libraries will begin to enjoy the benefits of using OCLC Interlibrary Loan locally. This means that they will have more control of ILL at the local library and be better able to provide patrons with status updates on ILL requests. In addition, libraries will be able to maintain their own SILO holdings in OCLC, which will provide more up-to-date information locally as well as for other ILLINET and OCLC members. LTLS as a partner in this endeavor will provide ongoing support and training for LTLS members. ILL and SILO training is being implemented in the fall of 1999. In addition, libraries will gain access to the OCLC database for these functions through the LTLS TCP/IP connection to OCLC by the same means that libraries connect to the LINC catalog. For Lincoln Trail Libraries System members, the time was right to begin a new era in resource sharing and access to OCLC for residents of east central Illinois.

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