HKCAN Project : an overview

presented by Lolita Kwok(Hong Kong Baptist University)

JULAC-HKCAN Workgroup7th May, 2002

HKCAN Project

History

1999 January

• Lingnan University invited JULAC libraries to participate in a collaborative project

Objectives

• Build a union Chinese name authority database for resource sharing purpose

• Enhance efficiency and effectiveness in authority control work among HK libraries

Formation of Workgroup

• Hong Kong Chinese Authority (Name) Workgroup (HKCAN) Workgroup formed

(香港中文名稱規範工作小組 )

Membership

• The Chinese University of Hong Kong Library (Database host institution)

• Hong Kong Baptist University

• Hong Kong Institute of Education Library

• Hong Kong Polytechnic University Library

• Lingnan University Library (Convener)

• University of Hong Kong Library

• City University of Hong Kong (Observer)

Setup of HKCAN database

Software

1999 November

• Memorandum signed between National Central Library (Taiwan) and HKCAN

• NCL agreed to share with HKCAN its authority control software and exchange records

• HKCAN contracted a software vendor in Taiwan, Transmission Information System Co. Ltd. (TISC) to upgrade the NCL’s software

• Software is web-based and supports multi-scripts

• Record export format in CMARC or USMARC

• Flip of main heading and equivalent heading

2000 April

• Training workshops organized for HKCAN member libraries

Hardware

2000 March

• Completed remote installation of the software at CUHK site

Record Structure

• Exploring a MARC tag to store the equivalent heading

2000 May

• Adopt 7xx model

• Universally accepted standard

• Field tag clearly defined in MARC 21 Format for Authority Data

Technical standards

• AACR2, 2nd ed. (1998 rev.)-- Standard for creation of headings and

references

• MARC21 for Authority Data-- Creation of MARC records

2001 May

• Members approved “Authority Record Requirement”

• Scope : personal names, corporate names, conference names and title authority records

• 1xx main heading-- Authorized Chinese form

• 7xx equivalent heading (repeatable)-- LC established heading / pinyin form

• Sample record

10010 高行健

40010 Kao, Hsing-chien

70010 Gao, Xingjian

• Recent format proposal

10010 Gao, Xingjian

40010 Kao, Hsing-chien

70010 高行健

Progress of the Project

2000 September – December

• Members engaged in LC Pinyin Conversion Project

2001 January-

• Members started to submit records to the Database

• CUHK and HKBU records loaded to the Database

2001 September

• Hong Kong Polytechnic University records loaded

2001 November

• Hong Kong Institute of Education records loaded

2002 January

• City University records loaded

De-duplication work

• Lingnan University and one full-time staff worked on duplicates removal

• Discussion notes and De-duplication guidelines prepared

2001 September

• HKCAN Project was recognized as a JULAC (Joint University Libraries Advisory Committee) product at the 3rd meeting of 2001

• Statistics as of April 2002

Enhanced LC record 45,041 records 40 %

71,330 records 60 %Original record116,371 records 100 %

010 $an 81114057035 $a(DLC#)n 81114057a040 $aDLC$beng$cDLC$dNIC$dOCoLC$dHkCU$dHkCAN066 $c$1100 0 $a冰心 ,$d1900-400 0 $aBing-xin,$d1900-400 0 $wnne$aPing-hsin,$d1900-400 1 $wnnaa$aHsieh, Wan-ying,$d1902-400 1 $aXie, Wanying,$d1900-400 1 $a謝婉瑩 ,$d1900-400 1 $aXie, Bingxin,$d1900-400 1 $a謝冰心 ,$d1900-400 0 $aNanshi,$d1900-400 0 $a男士 ,$d1900-400 1 $aXie, Shuixin,$d1900-400 1 $aWu Xie, Wanying,$d1900-400 1 $a吳謝婉瑩 ,$d1900-400 1 $aHsieh, Wan-ying,$d1900-400 1 $aHsieh, Ping-hsin,$d1900-400 0 $aNan-shih,$d1900-400 1 $aHsieh, Shui-hsin,$d1900-400 1 $aWu Hsieh, Wan-ying,$d1900-400 0 $aBing Xin,$d1900-670 $aHer Spring water, 1922?670 $aChung-kuo hsien tai tso chia chuan l{232}ueh (中國現代作家傳略 ), 1979$b(Ping-hsin, b. 10/5/1900)670 $aBartels, W. Xie Bingxin, Leben und Werk in der Volksrepublik China, 1982:$bt.p. (Xie Bingxin) p. 10 (Bing xin; orig. name, Xie Wanying; also known as Xie Xinglang when young)670 $aThe photograph, 1992:$bt.p. (Bing Xin)670 $aHer 寄小讀者 , 1983:$bt.p. (冰心 )700 0 $aBingxin,$d1900-

LC record enhanced by HKCAN members

• 001000036387

• 003HkCU

• 008971113n| acannaab| |a ana d

• 035 $a(HkCU#)cu150065

• 040 $aHkCU$cHkCU

• 066 $c$1

• 110 1 $a香港 $b布政司辦公室 .$b效率促進組• 410 1 $aHong Kong.$bGovernment Secretariat.$bChief Secretary's Office.$bEfficiency Unit

• 410 1 $a香港 $b布政司署 .$b布政司辦公室 .$b效率促進組• 410 2 $aChief Secretary's Office (Hong Kong).$bEfficiency Unit

• 410 2 $aBu zheng si ban gong shi (Hong Kong).$bXiao lu cu jin zu

• 410 2 $a布政司辦公室 (香港 )$b效率促進組• 410 2 $aEfficiency Unit (Hong Kong)

• 410 2 $aXiao lu cu jin zu (Hong Kong)

• 410 2 $a效率促進組 (香港 )

• 510 1 $wb$aHong Kong (China).$bChief Secretary for Administration's Office.$bEfficiency Unit

• 510 1 $wb$a香港 (中國 )$b政務司司長辦公室 .$b效率促進組• 670 $aIts Code on access to information. Guidelines on interpretation and application, 1995:$b(Efficiency Unit, Gover

nment Secretariat)

• 710 1 $aHong Kong.$bChief Secretary's Office.$bEfficiency Unit

Original record created by HKCAN members

2000 June

• HKCAN Workgroup acquired data file of 250,000 authority records from National Library of China

• Records in CN MARC format

• Data mounted on the test site

Co-operation with China and Taiwan

1999 November

• Memorandum of co-operation signed with National Central Library (Taiwan)

• Data exchange agreement

• First batch of 20,000 authority records acquired

• Records in CMARC format

Building a Dynamic Database

• Member libraries contribute new records and update existing records

Extending co-operation• Recruit New members from Local/Overseas

Future Development

Thank you

HKCAN website

http://hkcan.ln.edu.hk