The Library of Congress Network Development and MARC Standards Office has prepared a discussion paper entitled "Dictionary of Data Elements for Online Information Resources." The following paper (posted in three messages) was prepared for discussion by the USMARC Advisory Committee during MARBI meetings at ALA in Atlanta. (The USMARC Advisory Committee is the principle forum for discussion of proposed changes to the USMARC formats.) This paper is on the agenda for Monday, July 1, 2:00-5:30. Comments, information, and suggestions related to this discussion paper can be forwarded to: Sally H. McCallum, Chief Network Development & MARC Standards Office, LM 639 Library of Congress Washington, DC 20540 E-Mail comments should be sent to : Sally H. McCallum -- smcc@seq1.loc.gov ________________________________________________________________________ Dictionary of Data Elements for Online Information Resources (MARBI DISCUSSION PAPER NO. 49) ________________________________________________________________________ 1. INTRODUCTION The USMARC formats provide the structure for coding a variety of bibliographic and related information in machine-readable form. For the most part, these USMARC records have pointed to non-electronic forms of materials, namely books, manuscripts, serials, etc. In the early 1980s, a MARC format was developed for communicating information about machine- readable data files, describing both the data stored in machine-readable form and the programs used to process that data. The data elements were intended to be used to describe both data files and computer software. Data elements needed for the description of these files were integrated into the USMARC bibliographic format under the broader term "computer file." Librarians and information professionals, as well as other users, operate in increasingly networked and internetworked environments. Many different kinds of electronic information resources, whether they are numeric databases, computer forums, discussion groups, mailing list servers, online public access catalogs (OPACs), full-text databases, or other varieties of information resources, are available to users over one or more networks such as the Internet, BITNET, etc. While the USMARC format accommodates the communication of information about computer files, the information in the record is description oriented with minimal attention to access (i.e., information to logon, electronic addresses, etc.). It is clear that while descriptive information is necessary, access information in equally critical. The original descriptive data elements for computer files are valuable for identifying a particular copy of a computer file but must be augmented in order to provide the user the information for accessing the file electronically (as the call number in a bibliographic description provides access information for much of the shelved material). Some descriptions of electronic information resources, and directions that provide access to them, are beginning to appear. These are usually compilations of information about particular kinds of information resources. For example, two different lists of OPACs available via the Internet have been produced. The Internet Resource Guide lists many online resources, giving descriptions of the resources and instructions that provide access to them. These lists and finding aids for electronic information resources are themselves often available in electronic form over one of the networks. While these lists provide important information, users of networked electronic information resources realize that adequate directories to electronic resources are necessary. A number of groups are already developing concepts and models to provide directory information to these resources. A dictionary of data elements for online information resources and a mapping of those elements to USMARC will be extremely valuable in our environment where the records need to be exchanged and updated in a highly distributed manner. Also, large and small subsets of these descriptors are needed by local online library systems that provide their users online access to selected external database resources and want to integrate records for electronic resources with records for other resources in OPACs. 2. DICTIONARY OF DATA ELEMENTS FOR ONLINE INFORMATION RESOURCES AND USMARC Users searching for materials and resources in a network and internetwork environment should not need to stop to consider whether information in electronic form is handled differently by the system than printed monographs or other forms of material. Each information resource printed book or electronic manuscript~will need adequate description, location and retrieval information. Making the directory information for electronic information resources, especially those available via the networks, accessible to the USMARC environment is very important since many systems already process MARC records. While it may be some time before there is a seamless interweaving of pointers to the variety of information resources available, it is easy to imagine a user at an online public access terminal in a library or information center doing a subject search and getting a result set that is comprised of records for books and journals as well as electronic databases and computer forums on the subject. The need now is to detail data elements that might be useful in a record for online information resources. 2.1 Types of Information Resources The kinds and quantity of electronic information resources available for online access grow almost daily. The following list in not meant to be inclusive, but rather a preliminary compilation of the general categories of such resources: Online Public Access Catalogs Bulletin Boards Mailing List Servers Computer Discussion Groups and Forums Data Archives Computational Resources White Pages Network Information Centers Full-text Databases Numeric Databases Other types of citation databases Each of these will have unique aspects that can be described, but for the purposes of this paper, the common categories and elements will be outlined. Any one of these information resources can be a component of a more comprehensive online service. A library or library consortium (e.g., CARL) may mount a number of different databases for use in an online public access catalog or may provide access links to other remote databases or OPACs. An online vendor such as DIALOG or BRS mounts numerous databases, and often several vendors may mount the same or similar versions of one database. 2.2 Categories of Producer and Distributor For each online resource, there are a variety of people involved in making the information contained in the resource available to users. Since the focus of this discussion paper is on the data elements to gain access to the online information resource, the variety of people that are involved in the complicated process of creating, organizing, and making accessible the online resource will be conceptually divided into two categories: producers and distributors. Producer: The category of producer includes those who have organized the database or information resource. While it may or may not include the actual creator of records, the important aspect to describe is the party (institution or individual) responsible for the information resource as a whole. Distributor: The category of distributor includes those who are making the database or information resource available online to users (i.e., the organization that has mounted the database, the center that is hosting a mailing list server, etc.). A single organization may in some cases serve in both roles since a producer may mount its own database and make it accessible online to users, and a distributor may also be producing an information resource in the course of its activity as a distributor. 2.3. Identifying Needed Data One method for identifying data elements that would be necessary and helpful in a record is to answer the following questions: 1) What is its name? 2) What is it or what is it about? 3) What does it contain? 4) Where is it? 5) Who can use it? 6) When is it available? 7) How much does it cost? 8) How does one use it? 9) Who does it belong to? 10) Who controls/monitors it? 11) Who created it? 12) How frequently is it maintained/updated? 13) How does one get to it and sign-on? 14) What are its special features? 2.4 Specific Data Elements for the Information Resource Description Using the above questions to guide the choice of data elements needed and desirable in a record, the following presents a preliminary list of data elements to describe an online information resource. Many of these can be associated with specific USMARC fields and subfields as is shown in the second column. Data Element USMARC Field Name of the Resource 245$a Title Statement Acronym/Initialism 211$a Acronym or Shortened Title Producer 537$a Source of Data Note Distributor of the Resource 260$b Name of distributor Location 260$a Place of distribution Contact Name and Address Network Access Network Address(es) 265$a Acquisition/Subscription Address Hours of Service Telephone Fax Network Access Instructions Terminal Emulation Supported 538$a Technical Details Note Logon/Subscription Instructions Logoff/Unsubscribe Instructions Type of the Resource 516$a Type of File or Data Note Size of Resource 256$a File Characteristics Frequency of Update 310$a Current Frequency Language of Resource 546$a Language Note Profile of Resource 520$a Summary, Abstract, etc. Note Audience 521$a Target Audience Note Restrictions on Access 506$a Restrictions on Access Note Authorization 540$c$d Terms Governing Use Note Source Machine 538$a Technical Details Note Cost for Use Coverage 513$a$b Type and Period Note Indexing Terms 653$a Index Term Databases Available 505$a Contents Note Other Providers of Database 582$a Related Computer File Note Documentation Available 556$a Information About Documentation Note Responsibility for Record 040$a$d Cataloging Source Maintenance Date/Time of Last Update of 005 Date and Time of Latest Directory Information Transaction Local Access Information and 590 Local Notes Guidelines 2.5 Electronic Information Resources Examples The following examples show how the data elements might be used to contain the information about three kinds of electronic information resources. The first describes GLADIS, the University of California, Berkeley, online public access catalog. The second describes PACS-L, a popular computer discussion group that focuses on library automation, particularly public access systems. The third example provides for a listing of a database offered by a specific vendor. These examples are for illustrative purposes only, and all data may not be current or applicable. _____________________________________________________________ Example 1. University of California, Berkeley, Online Catalog Data Element USMARC Field Name of the Resource UC Berkeley Online Catalog Acronym/Initialism GLADIS Producer University of California Distributor of the Resource University of California Location Berkeley, CA Contact Name and Address Roy Tennant, Public Service Automated Systems Coordinator Internet: rtennant@library.berkeley.edu BITNET: roy@ucbgarne Network Access Internet Network Address(es) gopac.berkeley.edu Hours of Service 24 hours Telephone (415) 642-3532 Fax (FFF) FFF-FFFF Network Access Instructions telnet to gopac.berkeley.edu Terminal Emulation Supported VT100 emulation possible, but not explicitly present Logon/Subscription Instructions Information present for signing on Logoff/Unsubscribe Instructions Information present for signing off Type of the Resource OPAC Size of Resource XX million records Frequency of Update Daily Language of Resource English Profile of Resource Public access catalog covering the holdings of most UCB libraries. Circulation information is available for some library locations. Audience Students, Researchers, Faculty, Public Restrictions on Access Public access to catalog Authorization No password required for access Cost for Use No charge Coverage Catalog is complete for monograph holdings from 1977 to present. All serial titles, both past and present, are reflected in GLADIS. Contains records for maps, manuscripts, audiovisual materials and computer software. Indexing Terms Library Catalog, Citation Database Databases Available Medline (restricted) Responsibility for Record Public Service Automation Office Maintenance Date/Time of Last Update of 4/15/91 10:50 Directory Information ------------------------------------------------------------------------- Example 2. Public-Access Computer Systems Forum Data Element USMARC Field Name of the Resource Public-Access Computer Systems Forum Acronym/Initialism PACS-L Producer University Libraries, University of Houston Distributor of the Resource University Libraries, University of Houston Location University of Houston, Houston, TX Contact Name and Address Charles Bailey, Assistant Director for Systems, University Libraries, University of Houston, Houston, TX 77204-2091 BITNET: lib3@uhupvm1.bitnet CompuServe: 71161,3410 Network Access BITNET Network Address(es) listserv@uhupvm1.bitnet Hours of Service 24 hours Telephone (713) 749-4241 Fax (713) 749-3867 Network Access Instructions email to listserv@uhupvm1.bitnet Logon/Subscription Instructions To join PACS-L, send the following email message to listserv@uhupvm1: SUBSCRIBE PACS-L FirstName LastName Logoff/Unsubscribe Instructions To sign off PACS-L, send the following email message to listserv@uhupvm1: UNSUBSCRIBE PACS-L Type of the Resource Computer Forum Size of Resource 1600 subscribers Frequency of Update Daily Language of Resource English Profile of Resource A moderated, international computer conference that deals with computer systems that libraries make available to their patrons. Audience Persons interested in automation in libraries Restrictions on Access Public access to forum Authorization No password required for access Cost for Use No charge Coverage Conference was established in June 1989. All messages to the conference are automatically archived. Indexing Terms Library Automation, Information Technology Databases Available To see what files are available, send the following email message to listserv@uhupvm1: INDEX PACS-L Responsibility for Record Moderator of list Maintenance Date/Time of Last Update of 4/29/91 6:50 Directory Information Local Access Information and Archived files for PACS-L are Guidelines available through local OPAC. See librarian for assistance in searching files. __________________________________________________________________ Example 3. Database Available Online Data Element USMARC Field Name of the Resource BIOSIS Previews Producer BIOSIS Distributor of the Resource BRS/After Dark Location 1200 Route 7, Latham, New York 12110 Contact Name and Address BRS/After Dark Customer Support Network Access Telenet Network Address(es) C XXXXXX Network Access Tymnet Network Address(es) XXXXXX Hours of Service 24 hours Telephone (518) 783-1161, (800) 345-4277 Fax (FFF) FFF-FFFF Network Access Instructions Dial local node for Telenet or Tymnet connection and key in appropriate BRS/After Dark address for network used. Type of the Resource Bibliographic Citation Database Size of Resource 7,000,000 records Frequency of Update Monthly Language of Resource English Profile of Resource Contains citations, with abstracts, to international literature on research in the life sciences. Audience Scientists, Students, Researchers, General Public Restrictions on Access Authorized BRS/After Dark Accounts Authorization User ID and Password Needed Cost for Use Rates dependent on user category. Contact BRS/After Dark for current rates. Coverage International, 1970 to present Indexing Terms Life Sciences, Biology Other Providers of Database Data-Star, DIALOG, DIMDI, ESA-IRS, STN International Responsibility for Record BRS/After Dark Maintenance Date/Time of Last Update of 1/1/91 13:55 Directory Information Local Access Information and Mediated searching available at Guidelines main library location. Fees include connect time charges for both database and telecommunications and printing charges. 3. CONCLUSION AND QUESTIONS The emphasis in this discussion paper has been on the information to provide access, including logon and sign-on information, network addresses, etc., to electronic information resources. Possible USMARC data elements that could carry such information have been detailed. Records containing access information will be useful only if adequate access points are provided. Cataloging rules for computer files can be the basis for appropriate subject and descriptive cataloging of these electronic information resources. The current cataloging rules do not, however, assist with information pertinent to the actual access of electronic information resources. The following questions will need to be considered: 1) How should the USMARC Bibliographic Format be extended to accommodate the necessary information for providing access to electronic information resources? 2) What further guidelines, beyond the computer files cataloging rules, need to be developed for the specification of access information? Is there value to end-users for normalization of the access information (where possible)? 4. SOURCES The following is a list of information sources used in the development of this paper. American National Standard for Computer Program Abstracts (ANSI X3.88-1981). New York: American National Standards Institute, Inc., 1981. Barron, Billy. "UNT's Accessing On-line Bibliographic Databases." available from BILLY@VAXB.ACS.UNT.EDU. March 12, 1991. Bailey, Jr. Charles W. "Public Access Computer Systems Forum (PACS-L)." available from LISTSERV@UHUPVM1.BITNET. Brett, George and Peggy Seiden. "Coalition for Networked Information Directories and Resource Information Services Working Group (CNIDIR-L)." available from LISTSERV@UNMVM.BITNET. Computer-Readable Databases: A Directory and Data Sourcebook, 1989. ed. Kathleen Young Marcaccio. Detroit: Gale Research, Inc., 1989. Directory of Online Databases. New York: Cuadra/Elsevier, 1990. Directory Interchange Format Manual. National Space Science Data Center. Washington, D.C.: National Aeronautics and Space Administration, 1989. Engle, Mary and Clifford Lynch. "Directory of Electronic Information Resources: A Feasibility Study." (unpublished draft report) 5/4/90. Internet Resource Guide. compiled by NSF Network Service Center. available from RESOURCE-GUIDE-REQUEST@NNSC.NSF.NET. 1991. St. George, Art and Ron Larsen. "Internet-Accessible Library Catalogs & Databases." available from STGEORGE@UNMB. November 1, 1990.