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Home My WebLink AboutC-2556 - Retrospective Conversion Project/I • • TO: FINANCE DIRECTOR Library FROM: CITY CLERK CITY OF NEWPORT BEACH OFFICE OF THE CITY CLERK )714) 640 -2251 DATE: January 28, 1986 SUBJECT: Contract No. C -2556 i/d Description of Contract A Retrospective Conversion Project Agreement Effective date of Contract January 23, 1986 Authorized by Minute Action, approved on January 13, 1986 Contract with OCLC Online Computer Library Center Address 6565 Frantz Road Dublin, Ohio 43017 -0702 Amount of Contract (See Agreement) Wanda E. Andersen City Clerk WEA :lr attach, City Hall • 3300 Newport Boulevard, Newport Beach, California 92663 • • NEWPORT BEACH PUBLIC LIBRARY Administrative Offices: 856 SAN CLEMENTE DRIVE • NEWPORT BEACH, CA 92660 • (714) 640 -2140 January 27, 1986 Wanda Raggio, City Clerk City of Newport Beach Dear Ms. Raggio: I am herewith sending you a copy of "A Retrospective Conversion Project Agreement Between OCLC Online Computer Library Center and the City of Newport Beach, California" originally signed by both parties. Please keep the document in your file. Thank you. Sincerely, Steven S. Chweh, Head Technical Services BRANCH LIBRARIES BALBOA BRANCH CORONA DEL MAR BRANCH 100E. Balboa Blvd. 420 Marigold Ave. Balboa, 92661 Corona Del Mar, 92625 640 -2241 640 -2191 MARINERS BRANCH NEWPORT CENTER BRANCH 2005 Dover Dr. 856 San Clemente Dr. Newport Beach, 92660 Newport Beach, 92660 640 -2141 640 -2246 U11111 17 11 7 6565Frantz Road Dublin, Ohio 43017-0 ?02 (614)?64 -6000 '[WX81033y -2026 1986 January 23 Dr. Steven Chweh Head, Technical Services Newport Beach Public Library 856 San Clemente Drive Newport Beach, California 92660 Dear Dr. Chweh: I am sending you herewith one set of Retrospective Conversion Agreement for your file. The Agreement has been signed by OCLC and your institution. I look forward to a pleasant working relationship with you in the months to come. Sincerely yours, % Andrew H. Wang Manager Online Systems Products & Services Department AHWJjkm Enclosure c: Mr. J. Randolph Call Ms. Maureen D. Finn Online Computer Library Center II II 6565 Frantz Road Dublin, Ohio 43017- 0-02 (614) 764 -6000 TWX 810- 339 -2026 A RETROSPECTIVE CONVERSION PROJECT AGREEMENT BETWEEN OCLC ONLINE COMPUTER LIBRARY CENTER AND THE CITY OF NEWPORT BEACH, CALIFORNIA Online Computer Library Center -, 0 0 OCLC851211 AGIIDVIEDTI' FOR OCLC TO CONVERT THE INSTITUTION'S CARD CATALOG TO MACHINE - READABLE FC94 This Agreement is entered into effective as of the date last signed by both parties ( "Effective Date "), by and between OCLC Online Computer Library Center, Incorporated, 6565 Frantz Road, Dublin, Ohio 43017 -0702 ("OCLC") and CITY OF NEWPORT BEACH, 3300 Newport Boulevard, Newport Beach, California 92663 ( "Institution "). The Institution and OCLC desire to process and convert catalog records representative of the Institution's collection, as defined in this Agreement. Therefore, OCLC and the Institution hereby agree to the following: Section 1. Definitions. 1.1 "Catalog records" means the bibliographic description of certain items contained in the Institution's collection, including the Institution's holdings and location information. Such items are more fully described in the Specifications defined in Section 1.5 of this Agreement. 1.2 "Catalog record media" or "media" mean the form(s) in which the catalog records are represented, including cards and book catalogs. 1.3 "To Process" or "processing" mean the operation (i) of searching the COW Online Union Catalog for a match, as defined in the Specifications, for each catalog record provided by the Institution, and (ii) if no match is found, of determining if there are sufficient bibliographic data on the catalog record to create and enter a new record in the OCLC Online Union Catalog based on the catalog record, according to then current OCLC cataloging standards. If, after a catalog record has been processed by OCLC, Institution later returns that catalog record to OCLC (with or without additional bibliographic data) for reprocessing, a separate unit charge under Section 4.1 of this Agreement shall be billed to the Institution. 1.4 "To convert" or "conversion" mean the operations (i) of entering or editing on the OCLC Online Union Catalog certain bibliographic data (including the Institution's holdings and location information and any OCLC- assigned holdings symbols) with respect to each catalog record for which a match is found during processing, and (ii) unless provided otherwise in the Specifications, of entering and creating a new record in the OCLC Online Union Catalog, based on each catalog record for which no match is found during processing (if determined during processing to be possible), which new record shall include bibliographic data, the Institution's holdings and locations information, and any OCLC- assigned holdings symbols, in accordance with then current COW cataloging standards. 0 0 NEWPORT BEACH PUBLIC LIBRARY OCLC851211 :01 1.5. "Specifications " means the project specifications set forth in Exhibit 1.5 to this Agreement. 2.1. The Institution shall prepare the catalog records in the media specified in the Specifications and shall deliver the media to OCLC in such quantities and according to the schedule provided for in the Specifications, commencing upon OCLC notice as provided for in this Section 2.1, at the Institution's expense. OCLC shall provide Institution with thirty (30) days prior written notice of the date such delivery schedule shall commence. Except to the extent expressly provided otherwise in Section 3.2.2. of this Agreement, title to, and risk of loss for, the catalog record media shall remain at all times with the Institution, which shall be solely responsible for any insurance covering loss or damage to them. 2.2. The Institution shall be responsible for providing and maintaining any inventory or description, and any duplicates or backup copies, of catalog records provided to OCLC. 2.3. The Institution shall pay all charges set forth in Section 4. Section 8. Obligations of OCLC. 3.1. As described more fully in the Specifications, OCLC shall (i) process each catalog record delivered by the Institution to OCLC, and (ii) convert each catalog record so processed which can be converted, except to the extent expressly provided for otherwise in the Specifications. OCLC estimates that it will commence processing and conversion on or about 1986 February and shall exert its reasonable best efforts to complete the processing and conversion of catalog records not later than by 1986 June 30 3.2.1. Unless provided otherwise in the Specifications, OCLC shall return the catalog record media to the Institution according to the schedule and by such means to set forth in the Specifications, at OCLC's expense. If nonreturn is specified in the Specifications, OCLC may discard all catalog record media received from the Institution. 3.2.2. If the Institution at its own that any of its catalog record specified in Section 3.2.1 of non -return is due to a failur e reasonable care in its process catalog records, Lthen OCLC's s shall be to replace the specif the same media in which they w reimburse the Institution for replacing such catalog records Institution assigns to OCLC an expense determines and establishes media have not been returned as this Agreement, and if such on the part of OCLC to use ing, conversion or return of the ole obligation to the Institution is non - returned catalog records in ere originally delivered, or to its expenses and cost of so , at OCLC's election. The y insurance proceeds for the loss NEWPORT BEACH PUBLIC LIBRARY OCLC851211:01 of catalog records or media replaced or reimbursed by OCLC. OCLC shall have no obligation to the Institution regarding non - returned catalog records other than that contained in this Section 3.2.2. 3.3. Provided that the Institution is an OCLC general member, as defined in Article IV -A of OCLC's Code of Regulations, and provided further that machine - readable copies of catalog records converted under this Agreement (or portions of such catalog records) are available from OCLC under the standard terms of the OCLC /MARC tape subscription service, the Institution may, at its option, either (i) separately contract with OCLC under the terms of that service (including separate, additional charges, and the limited warranty provided under the service), to acquire machine - readable copies of converted catalog records (or portions of such catalog records), with machine- readable copies of the Institution's current cataloging, directly from OCLC, or (ii) obtain machine - readable copies of converted catalog records (or portions of such catalog records) from the Network (if any) from which the Institution obtains machine - readable copies of the Institution's current cataloging derived from the OCLC Online Union Catalog. The Institution shall provide OCLC with prior written notice of any election under subparagraph (ii), of this Section 3.3, which notice shall serve to authorize OCLC to provide machine - readable copies of converted catalog records to such Network as part of the OCLC multi- institution tape to that Network. The Institution shall be responsible for initiating any subscription service, and machine- readable copies of catalog records converted under this Agreement prior to the Institution entering into the subscription service can not be made available through the service. 3.4. EXCEPT FOR THE STANDARD OCLC MARC TAPE SUBSCRIPTION SERVICE LIMITED WARRANTY, OCLC EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR USE, AND ASSUMES NO OTHER OBLIGATIONS IN ADDITION TO THOSE PROVIDED FOR IN THIS SECTION, 3. EXCEPT TO THE EXTENT OTHERWISE PROVIDED IN SECTION 6.10, OCLC SHALL NOT BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, INCIDENTAL OR EXEMPLARY DAMAGES, WHETHER BASED IN TORT, CONTRACT, OR ANY OTHER LEGAL THEORY, AND WHETHER OR NOT OCLC HAD PRIOR NOTICE THEREOF. IN NO EVENT (EVEN IF THE EXCLUSIVITY OR LIMITATION OF LIABILITY PROVIDED FOR IN THIS SECTION, 3.4, IS, FOR ANY REASON, HELD UNENFORCEABLE), SHALL OCLC'S LIABILITY EXCEEDED REIMBURSEMENT OF THE AMOUNT OF ACTUAL PAYMENTS MADE BY THE INSTITUTION TO OCLC UNDER THIS AGREEMENT. 4.1. The complete charge to the Institution for services performed by OCLC under this Agreement (but not including copies of records referred to in Section 3.3 of this Agreement) shall be a unit charge of $1.40 for each record processed. 0 NEWPORT BEACH PUBLIC LIBRARY OCLC851211:01 4.2. OCLC shall bill the Institution in arrears by a monthly invoice, for records processed during the preceding monthly billing period. Payment shall be due from the Institution within thirty (30) days from the date of invoice. Separate charges for the OCLC /MARC tape subscription service shall be invoiced and paid in accordance with the standard terms of that service. 4.3. OCLC shall also provide to the Institution a monthly statistical progress report which will reflect a cumulative and monthly review of catalog records processed. 5.1. The Institution hereby grants to OCLC, its users and designees, the perpetual, non - exclusive, royalty -free, transferable, world -wide right to use (in compilations and otherwise), copy, display, publish, prepare derivative works from and distribute all catalog records, bibliographic holdings and other information supplied to OCLC by Institution under this Agreement, under any copyright, patent, secrecy or other proprietary right therein owned or controlled by the Institution. 5.2. Except as otherwise provided in this Section, 5.2, Institution shall be free, without restriction by OCLC, to use, copy, display and distribute, in any manner it may elect, copies of all OCLC- Derived Records received or obtained by it as described in Section 3.3 of this Agreement, and of all derivative works made therefrom, except that Institution agrees that it will not, except in accordance with the document entitled Transfer of OCLC- Derived Machine - Readable Records to Third Parties: Principles and Guidelines, attached hereto as Exhibit 5.2, permit online access to such records or derivative works made therefrom, except to its end -user patrons, or transfer copies of said records or derivative works in machine - readable form to entities other than other general members of OCLC. Institution's rights under this Section, 5.2, include non - exclusive licenses to use, copy, display and distribute the catalog records and derivative works referred to herein under all copyrights arced or controlled by OCLC. Institution's rights and obligations under this Section, 5.2, shall survive the expiration or termination of this Agreement. 5.3. If, during the term hereof, an institution from which OCLC acquires bibliographic records for addition to the OCLC Online Union Catalog informs OCLC that records it thereafter furnishes to OCLC will be subject to usage or transfer restrictions beyond or in addition to those applicable under Section 5.2 above, and if OCLC nevertheless elects to accept such records for addition to the OCLC database, it will so notify Institution, with full details, after which, Institution's right to acquire, use and transfer such records will be subject to said usage and transfer restrictions. At any time during the sixty (60) day period after receipt of the notification from OCLC of such usage and /or transfer restrictions, Institution may terminate this Agreement NEWPORT BEACH PUBLIC LIBRARY OCLC851211:01 upon not less than sixty (60) day's prior written notice to OCLC, during which period after such notice OCLC will process, but not convert, catalog records with titles contained in the records which are subject to such restrictions. 5.4. For purposes of this Section, 5, "OCLC- Derived Records" means all records stored in the OCLC Online Union Catalog other than records designated in such catalog as original cataloging by Institution. 6.1. This Agreement shall continue until OCLC completes processing and conversion according to the Specifications, when it shall terminate, unless terminated earlier under Section 6.8 of this Agreement. 6.2. This is the complete, final and exclusive statement of the Agreement between the parties with respect to the subject matter hereof, and shall not be modified by or added to by any prior or simultaneous writings or oral agreements. This Agreement, including the Specifications, may be amended only if accepted in writing by both parties. 6.3. Paragraph headings are for convenience only and are not to be given weight in the interpretation of this Agreement. 6.4. The Institution shall pay any and all sales, use and other excise taxes incurred, assessed or owed because of the transactions dealt with in this Agreement (other than any taxes on OCLC's net income from the Agreement), which obligation shall survive termination hereof. 6.5. This Agreement shall be governed by California law. 6.6. This Agreement may be executed in duplicate original counterparts. 6.7. Neither party shall be liable for any delay in performance under this Agreement (except for payment of money due) from causes not within its control and not caused by its fault or neglect, provided said party provides prompt notice to the other party of said causes. 6.8. The following are defined as events of default: (i) Failure to pay amounts when due and not reasonably in dispute within ten (10) days after receipt of written notice of nonpayment; (ii) Failure to remedy, or to diligently take necessary corrective action to remedy within a reasonable time, any material breach of an obligation under this Agreement within 5 NEWPORT BEACH PUBLIC LIBRARY OCLC851211:01 twenty (20) days after receipt of written notice of said breach; (iii) If there is a transfer or assignment of the majority interest of a party for the benefit of creditors; if a receiver, trustee in bankruptcy, or similar officer is appointed to take charge of its property; or if a party is adjudicated a bankrupt; and such conditions are not remedied to the reasonable satisfaction of the other party within sixty (60) days after written notice has been given to the defaulting party. In any event of default, the nondefaulting party shall have the right to terminate or suspend performance under the Agreement without liability therefor. Said right to terminate or suspend, together with all other rights provided under this Agreement, is cumulative and is in addition to all other rights available at law or in equity. 6.9. The parties to this Agreement intend that the relation between them created by this Agreement is that of independent contractors. The manner and means of conducting the work are under the control of OCLC, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No Civil Service status or other right of employment will be acquired by virtue of OCLC's services. None of the benefits provided by Institution to its employees, including but not limited to unemployment insurance, workers' compensation insurance, retirement and deferred compensation plans, vacation and sick leave, are available from Institution to OCLC, its employees or agents. From any fees due OCLC, deductions shall not be made for any State or Federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer- employee relationship. Payment of the above items, if required, are the responsibility of OCLC. 6.10. OCLC shall indemnify and hold harmless Institution, its City Council, boards and commissions, officers, agents, servants and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses, whatsoever, to, of, or by third parties, including reasonable attorneys' fees, regardless of the merit or outcome of any such claim or suit, arising from the negligent performance, or omission of any services or work conducted, by OCLC pursuant to this Agreement. 6.11. If any legal action is necessary to enforce any provision hereof or for damages by reason of an alleged breach of any provisions of this Agreement, the prevailing party shall be entitled to receive from the losing party all costs and expenses in such amount as the court may adjudge to be reasonable attorneys' fees. 0 0 ua, 7LW ::&. : , This Agreement becanes effective whereupon representatives of each party has signed below. 7 0 OCLC851211:01 the duly authorized CLTY- NEWPC RT BEAM I Title: Vor Date: ATTEST: By0 0 b A 1� a - ` Caro . Korade, Assistant City Attorney •.•. • a Met ZPADI., •.. • ti" a12. is EXHIBIT 1.5 Administrative Specifications 1.Nunber of catalog records to be converted: • OCLC850813:01 Approximately 35,700 titles including approximately 30,000 books, 3,100 phonorecords, 1,800 cassettes, 300 cassettes kits, and 500 periodicals. Description of records: a. Among the approximately 30,000 books that are to be processed under this agreement, over 95% would be in Books Format, over 95% in English, and over 95% would find a match in OCLC's Online Union Catalog. OCLC would create new records for not more than 5% of these titles. A total of approximately 90,000 cards would be shipped by the Institution to OCLC, about two - thirds of which would be passed over in processing. b. Among the approximately 5,700 titles of phonorecords, cassettes, cassettes kits, and periodicals, over 95% would be in English, and approximately 80% would find a match in OCLC's Online Union Catalog. OCLC is not re wired to create new records for the titles that could not find a match to t e s n the nton Catalon because t ese es , or ca 3. Medium in which Institution will prepare the catalog records and deliver to OCLC: Shelf -list cards for books, phonorecords, cassettes, and cassette kits. A paper listing for periodicals. When shipped to OCLC, shelf -list cards will be separated into the following groups: Adult non - fiction, Adult fiction, Adult reference, Juvy non - fiction, Juvy fiction, Juvy reference, Adult records, Adult cassettes, Juvy records, Juvy cassettes, Juvy A -V. 4. Frequency and number of records to be delivered to OCLC: On February 1, 1986, the Institution will send the paper listing of periodicals, and approximately 5,000 shelf -list cards to OCLC. Thereafter, the Institution will make a weekly shipment of approximately 5,000 cards to OCLC. The number of cards shipped to OCLC can vary according to OCLC's capacity to process them. OCLC will notify the Institution when this number needs to be increased or decreased. 5. OCLC agrees to send monthly invoices to the following person/address: The monthly charges will be deducted and the amount so deducted shall show Institution by OCLC. OCLC will bill balance in the Institution's deposit from the Institution's deposit account at OCLC, in the monthly statements sent to the the Institution should the charges exceed the account. Z4 30Y ;PAI 00 am •• • n �a is OCLCB50813:01 • 6. OCLC agrees to send monthly statistical reports of the project to the following person(s): Dr. Steven S. Chweh Head of Technical Services Newport Beach Public Library 856 San Clemente Drive _ Newport Beach, California 92660 and Ms. Soon J. Jung Cataloger Newport Beach Public Library 856 San Clemente Drive Newport Beach, California 92660 7. Following persons are designated ardminstrative liaison for this project: OCLC: Mr. Andrew H. ;fang, Manager, Online Systems Products & Services Department (800) 843 -5878, ext. 6188 Institution: Dr. Steven S. Chweh, Head of Technical Services (714) 644 -3185 8. Following persons are designated technical liaison for this project: OCLC: A Retrospective Conversion Specialist will Institution: Ms. Soon J. Jung, Cataloger (714) 644 -3184 0 be designated before the processing begins. �t 11• W11 1:140q aM 1'91• 711 "6.111 '.Dl. I-'1 .76191. '0 411191 • 'J 1 V061 I U 11 a too 71 1 I I. Preamble OCLC members share a common goal in enhancing re- source sharing locally, regionally, nationally, and inter - nationally. These members, both general and Users Council members, believe a strong, mutually supportive community, with clear commitments to the continuing viability of the database, will accomplish this goal. The aim of this statement of principles and guidelines on the transfer of OCLC- Derived Machine - Readable Records to third parties is to help assure the protection of each member's rights and to encourage the continued growth of the OCLC international database, the construction of which has been facilitated by and for the library com- munity. In order to assure the continued growth and mainte- nance of the OCLC database, members should recognize the need to maintain OCLC's financial strength. This document recognizes that uses of the OCLC database have broad social and economic benefits which can only continue through equally strong commitments of its members. Such commitments should include respon- sible use of the database not only by members them- selves, but also by nonmembers who wish to enjoy benefits from the database. Set forth below are princi- ples and guidelines to be applied in connection with the transfer of records to third parties as these terms are de- fined in Part 11 of this document. II. Definitions A. Member means (i) a general member of OCLC as de- fined in its Code of Regulations and (ii) an OCLC- affiliated regional, State or multi -State library net- work organization which has contracted with OCLC to provide OCLC services and products, or to assist OCLC to provide such services and products, to gen- eral members of OCLC. Membership in OCLC refers to the status of being a Member. B. Third Party means an entity or person other than OCLC and other than a Member. C. Records means machine- readable bibliographic rec- ords and holdings data stored on OCLC MARC Sub- scription tapes, Local Database Creation tapes and /or MICROCON Program output tapes (and records which, although available through such tape serv- ices, are acquired by electronic transfer from OCLC), together with derivative works made from them. However, Records do not include, as to any Mem- ber, (i) bibliographic records designated in the OCLC database as original cataloging by such Member and (ii) bibliographic records derived by such Member from sources other than the OCLC database and to which Its holdings symbol has been attached by tapeloading. Such excluded records, together with OCLC-derived records in eye- readable form (includ- ing microform records) are freely transferable to Third Patties and arc not dealt with in these Princi- ples and Guidelines. D. The Transfer of Records to Third Parties means all sales, exchanges, gifts, sharing and other transfers, and all online access to Records by Third Parties ex- cept end -user patrons of a library in authorized pos- session of the Records. E. Cataloging means the process of preparing biblio- graphic records in eye - readable or machine - readable form for a library catalog, including the use of pre- existing, machine - readable records in a centralized or local system to identify and describe library mate- rials, and the attachment to such pre - existing records of holdings symbols by which the cataloging institu- tion is identified. However, holdings symbols may be attached by an institution to a pre - existing machine- readable record without constituting Cataloging when such attachment is made solely to inform other participants in an interlibrary loan sys- tem that the item is held by the institution. III. Principles Guidelines to be used in determining the appropriate- ness of Transfers of Records to Third Parties have been established in accordance with the following principles: A. Protection and enrichment of the OCLC database for the benefit of the OCLC membership and the library world in general is both necessary and desirable. Third Parties who receive copies of Records should normally reciprocate by making their records and holdings available to the membership through the OCLC database, subject to the terms and conditions in these Principles and Guidelines. B. Protection of the OCLC database is best achieved by means of specific language in contracts with users and with Members. C. Contracts between OCLC or Members and Third Par- ties will normally provide for appropriate compensa- tion to OCLC, financial or otherwise, for the use of Records. D. OCLC will not invoke copyright against any Mem- bers with which contracts have been executed which include protective language dealing with the Trans- fer of Records to Third Parties, but OCLC reserves Its right to invoke copyright against uses by Third Parties not authorized by OCLC under the Guidelines below or under separate agreement. E. Net revenue from licenses or other contractual agreements for use of the database outside the regu- 10 lar OCLC services income will be used for enhancing the OCLC database on behalf of the membership and the library community. F. The OCLC membership agrees that it shares the re- sponsibility for negative economic consequences to OCLC resulting from the Transfer of Records within established guidelines. IV. Guidelines for Transfer of Records to Third Parties The following guidelines will be used for the Transfer of Records to Third Panics: A. Members may Transfer Records to Third Panics in the following instances, without the consent or agreement of OCLC, provided OCLC has been in- formed in writing (ATTENTION: OCLC Database Committee) about the programs under which the Transfers will be made: 1. Members may contribute their Records to non- commercial, machine- readable union catalogs ac- cessible both by the contributing Members and Third Parties, provided that: (i) such catalogs are not used to offer services or products which are the same as or similar to ones then being offered by OCLC, except that any such catalog may be used to support a State -wide program and one or more local programs which are the same as or similar to the OCLC Interlibrary Loan Subsystem, provided that the Third Party participants that join such programs after August 1, 1985, or Member participants that become Third Party participants after that date, agree to provide OCLC copies of the bibliographic holdings and unique titles which they use to create and maintain the alterative database, in cases where it is determined under Part V -B below that the records of such Third Parties would enhance the OCLC database or re- source sharing. The provision of records to the OCLC database under the terms of this paragraph IV- A -I-(i) shall be voluntary for B those Third Parties that are members of such programs as of August 1, 1985. (ii) the Third Parties to whom access is provided first sign an agreement with the contributing Member(s), including an express commit- went to OCLC as a third -party beneficiary, that the Records will not be used for Catalog- ing or to offer products or services which are the same as or similar to those offered by OCLC, and will not be Transferred to other 11 Third Palk (and a copy of the agreement is furnished to OCLC); and (iii) Members do not receive payments or other consideration the value of which is in excess of the cost to them of obtaining the con- tributed Records from the OCLC database and, in the case of derivative works, of recasting, transforming or adapting the Rec- ords as obtained. The holdings and titles of each Third Party that are required to be provided to OCLC in accor- dance with the provisions of clause (i) above, will be provided semi - annually on magnetic tape (with content and format documentation), for ad- dition to the OCLC database at a charge to the Third Party equal to OCLC's then - current price for loading such records, but in no event more than OCLC's then - current price for loading the cataloging records of its tapCloadIng members. Magnetic tapes submitted shall be technically ac- ceptable input products for loading into the OCLC database. If there is a reasonable likelihood that the pay- ments or other consideration received by a Mem- ber for use of its Records by Third Parties will ex- ceed the cost referred to in clause (iii) above of the Records, then the prior approval of OCLC is required. If there is no such likelihood, but in fact such payments or consideration received or accrued in a fiscal year do exceed such costs, then the Member will so inform OCLC, and a mutually satisfactory arrangement with OCLC will be negotiated. 2. A Member may submit its Records to a Third Party for processing for any purpose sought by Member provided that such Third Party has first signed an agreement with the Member (in a form approved by OCLC and with a copy furnished to OCLC) that the Third Party will not (without the consent of OCLC and the Member) copy or use the Records except to carry out the work con- tracted for, it will not Transfer the Records to other Third Parties and it will return the Records upon completion of the work. For instances not within Part IV -A above, prior agreement with OCLC is needed for the Transfer of Records to Third Parties. In coming to an agreement, OCLC will take account of any or all of the follow- ing factors that may, in its opinion, be appropriate. The sequence of such factors does not indicate an order of priority. • The number of Records to be Transferred to Third Parties. • The purposr for which Records are to be used by the transferee. • The nature, size and number of 0d Parties that will use the Records. • The relationship of the Third Party to the Mem- bers making the Transfer of Records. • The amount, if any, of compensation to the Mem- ber for access to and use of the Records. • The economic implications of the Transfer of the Records; for example, to what extent is OCLC ad- versely affected or the recipient benefitted? • The extent and the nature of the benefit to OCLC and its Members from the Transfer of Records to and their use by the Third Party; for example, to what extent will holdings information and unique tides be added to the OCLC database? • Since it is OCLC's intention to foster and encour- age resource sharing projects, the return benefits to OCLC in such cases will reflect more liberal terms. • The eligibility of the Third Party to be Member of OCLC. C. Upon termination of its Membership in OCLC, a Member may retain, use and Transfer its Records to Third Parties, subject to the provisions of its con- tract with OCLC or an OCLC - affiliated network and to these guidelines, as such guidelines may have been amended to the date of such termination. V. Handling Requests and Appeals A. OCLC management will establish a Database Com- mittee of OCLC staff members to consider and re- spond promptly to routine requests of Members con- cerning Transfers of Records to Third Parties according to these Principles and Guidelines. B. The initial decision under Part IV- A -1 -(i) above as to whether the records of a Third Party participant in a program which is the same as or similar to the OCLC Interlibrary Loan Subsystem would enhance the OCLC database or resource sharing will be made by the OCLC Database Committee. In case of disagree- ment by the Third Party with a decision by OCLC that the records of the Third Party should be submit- ted for loading, OCLC will consult with a representa- tive of the state library agency of the state in which the Third Piny is resident, and a librarian from an institution located in the same network or service center territory as the Third Party and appointed by the network or service center as to whether the rec- ords involved would enhance the OCLC database or resource sharing. A majority decision of the three members of the consulting group will be foul and binding upon OCLC and the Members who are con- tributing Records to the alternative interlibrary loan database, and will OX subject to further review under Pan V -C below. C. Disagreements may arise regarding the interpretation of these guidelines. In the event a disagreement has not been resolved within a period of six months by bona fide negotiation and discussion between OCLC and a Member, the Member may appeal to the OCLC Users Council for resolution unless the dispute is the subject of current or past litigation. The Users Coun- cil president will appoint three Users Council delegates to meet with two persons appointed by the President of OCLC and two persons appointed by the Member to hear the issue. A majority decision of the seven- member panel will be final and binding on both parties. Each party to the agreement will be re- sponsible for its own expenses in the appeal and the expenses of the Users Council team will be borne equally by both parties. In such an appeal, the duty of the panel members is to apply these Principles and Guidelines as they existed at the time the dis- pute or disagreement arose. VI. Maintaining the Currency of the Guidelines The OCLC Board of Trustees will establish a committee to study issues and problems arising from the interpreta- tion of these guidelines. The committee may recotn- mend to the Board, from time to time, modifications to the guidelines. The committee may also recommend policies to the Board on additional mays to protect the database and on the establishment of fees and licenses. It is contemplated that the committee appointed by the Board of Trustees will include representation from the OCLC Board, OCLC Users Council, OCLC management and the directors of OCLC- affiliated networks. How- ever, the Board will seek the advice of the OCLC Users Council and the network directors prior to determining the exact composition of the committee. The committee may invite others from the library and information com- munity to assist in addressing specific policy issues. VIL Modifications With respect to any entity which is a party, either directly or indirectly through an OCLC - affiliated net- work, to a contract with OCLC which references or in- corporates this document, this document may be modi- fied by the OCLC Board of Trustees, after consultation with the committee established under Part VI above, upon ninety (90) days' prior written notice by OCLC to the other party or parties to the contract. 12 ®VIII OWbe Computer I.mrary Center 6565 Frantz Rood Dublin, Ohio 43017 -0702 (614) 76416000 rovars'". no 0 0 1. OCLC and the Institution agree, for the purpose of this project, that records in the OCLC Online Union Catalog and records represented by the Institution's shelf -list cards are to be considered a match if all of the following elements match. However, if any of the following elements is missing from the Institution's shelf -list card, records will still be considered a match if all the other elements match. a. Type of record ("Type" in the fixed field) must match. b. Bibliographic level ( "Bib lvl" in the fixed field) must match. c. Form of reproduction ("repr" in the fixed field and /or in the note area) must match when applicable. d. Title proper (245 field, subfield a) must match. However, in the case of a conference publication, two records are to be considered matching if the variation in title is, for example, "Proceedings" vs. "Proceedings of the conference on ...", provided that all the other applicable elements identified in this item #1 match and that the conference name appears in the title, main entry, or added entry of both records. In the case of literary works, two records are to be considered match- ing if the author's name is an integral part of the title in one record, such as "Collected works of William Shakespeare ", and is not in the other record, such as "Collected works" but appear in the form of main entry, provided that all the other applicable elements identified in this item #1 match. e. Edition statement, if any (250 field, subfield a), must match. However, if one record has "1st ed. ", and the other record does not, the records are to be considered a match if all the other applicable elements identified in this item #1 match. "Rev. ed." and "2nd ed." are to be considered the same edition if all the other applicable elements identified in this item #1 match. If one record has an edition statement in brackets, and the other record does not have an edition statement, the records are to be considered a match if all the other applicable elements identified in this item #1 match. Do not use edition statement as one of the matching criteria for titles with an European (other than United Kingdom) and South American imprint. Page 13 0 0 f. Publisher (260 field, subfield b) must match. However, when one record gives one publisher and the other record gives more than one publisher, the records are to be considered a match if the only publisher in one record matches one of the publishers in the other record, and if all the other applicable elements identified in this item 11 match. When one record omits the publisher statement because it is the same as the main entry, whereas the other record gives a publisher statement which matches the main entry of the other record, the records are to be considered a match if all the other applicable elements identified in this item #1 match. When one record has [s.n.] and the other record gives a printer state- ment, the records are to be considered a match if all the other appli- cable elements identified in this item 11 match. g. Imprint date (260 field, subfield c) must match. However, when one record has both copyright date and publication date, whereas the other record has only one date, the records are to be considered a match if the only date in one record matches either date in the other record, e.g. "1968" vs. "1970, 0968" and if all the other applicable elements identified in this item #1 match. When one record indicates no date, e.g. [n.d.], and the other record gives a date in brackets, e.g. [1905] or [1900 ?], the records are to be considered a match if all the other applicable elements identified in this item #1 match. Since different printings of the Z= edition share the same biblio- graphic record, records with a variance of imprint date within three years are to be considered a match if all the other applicable elements identified in this item #1 match. However, when two records have different copyright dates, they are IIQt to be considered a match if the copyright date is 1977 or earlier. When one record has an open date, e.g. "1970- ", and the other record has closed multiple dates, e.g. "1970 -78 ", they are to be considered a match if the beginning date and all the other applicable elements identified in this item #1 match. If the Institution has pencilled in an ending date, disregard that ending date. When two records represent a co2y of thesis or dissertation in the same medium (photocopy or microform) from the same commercial producer (e.g. University Microfilms), they are to be considered a match if all the other applicable elements identified in this item #1 match except Page 14 that the date of reproduction differs. Since these are conies, dates may vary from an earlier copy. For scores and sound recordings, records are to be considered a match when publisher's number matches even if imprint date does not match. The publisher's number includes issue number, matrix number, plate number, etc. and it appears in the 028 or 500 field for AACR2 records, or in the 260 (scores) or 262 (sound recordings) field for pre -AACR2 records. h. Extent of item - Arabic numeral only (300 field, subfield a) must match. However, if the number of pages in two records varies within 20 pages, these two records are to be considered a match if all the other appli- cable elements identified in this item #1 match. When the number of volumes is open in one record, i.e. " v. ", and closed in the other, e.g. 95 v.", these two records are to be consider- ed a match if all the other applicable elements identified in this item #1 match. If the Institution has pencilled in a volume number, disregard that volume number. When one record has x volumes, e.g. 9 v. ", and the other record has x volumes in y, e.g. "3 V. in 1 0, they are considered to be nQ1i a match. When one record gives a number of pages and the other record indicates multiple volumes, OCLC will flag the shelf -list card for this title as a problem card so that the Institution may look into the discrepancy. When both records give a number of volumes, but the numbers of volumes do not match, for example, 05 v." in one record, and 86 v." in the other record, OCLC will flag the shelf -list card for this title as a problem card so that the Institution may look into the discrepancy. The following pairs of options for describing the number of pages/ volumes are to be considered describing the same bibliographic item. Therefore, two records carrying different options in the pair are to be considered a match if all the other applicable elements identified in this item #1 match. (1) "1 v. (various pagings)" matches a sequence of numbers of pages, e.g. 058, 23, 76 p." (2) "1 v. (unpaged)" matches a number of pages in brackets, e.g. "[28] p." Page 15 0 • (3) "x v. in 1 ", e.g. 9 V. in 1" matches a sequence of x numbers of pages, e.g. "215, 127, 208 p." (4) "1 v. (unpaged)" matches an approximate number of pages, e.g. "ca. 126 p." However, 82 v. (paged continuously)" and "964 p." will be considered to be Wt a match. A CIP (Cataloging in Publication) record which lacks physical descrip- tion area will be considered a match if all the other applicable elements identified in this item 11 match. OCLC will edit the 300 field to match the card. i. Do not use any OCLC record which contains a "DO NOT USE" note. 2. Selection of matching records for non - serial titles When more than one matching record exists in the OCLC Online Union Catalog, OCLC will select one record for conversion according to the following priority, as determined by reviewing the 040 field: a. LC -MARC record. b. Member -input record, based on LC copy. When there is more than one matching member -input record, based on LC copy, choose the best record in terms of accuracy and completeness. c. Member -input record, not based on LC copy. When there is more than one matching member -input record, not based on LC copy, choose the best record in terms of accuracy and completeness. 3. Definition of match for serial titles OCLC and the Institution agree, for the purpose of this project, that records in the OCLC Online Union Catalog and records represented by the Institution's shelf -list cards are considered to be a match if the following elements match. a. Type of record ( "Type" in the fixed field) must match. b. Bibliographic level must match, i.e. ■Bib lvl" in the fixed field must be an "s ". c. The OCLC record must be cataloged under successive entry, i.e. "S /L ent" in the fixed field must be a "0 ". d. The Institution's title - matches OCLC key title (222 field) .=, The Institution's title matches OCLC title proper (245 field) Including subtitle or additional title information when necessary 9L, Page 16 0 The Institution's title matches OCLC varying forms of title (212 or 246 field) =, The Institution's title matches OCLC uniform title (130 or 240 field) . A match shall be established if the above criteria are met and if the only difference is in punctuations, articles, prepositions, and /or conjunctions. e. If the titles match, then the additional bibliographic data available shall be compared (e.g. volume or issue numbering, dates of publica- tion, etc.). OCLC shall establish a match where the bibliographic data reasonably support that the two records being compared represent the same bibliographic entity. f. No match should be made to any OCLC record which is flagged "DO NOT USE THIS RECORD ". 4. Selection of matching records for serial titles When more than one matching record exists in the OCLC Online Union Catalog, OCLC will select one record for conversion according to the following priority, as determined by reviewing 042 field. a. LC- or NLC- authenticated record (lc or nlc in 042 field). b. Record with other authentication (042 field present; any code accept- able, e.g., nsdp, isds /c, etc.). c. Unauthenticated record. If there is more than one, choose the best in terms of accuracy and completeness. d. Choose only M record for each title being converted when there is a match in the OCLC Online Union Catalog, regardless whether it is a successive -entry or latest -entry record. 5. In the case of a dashed -on entry, OCLC will convert the main item on the card in the same manner as any other title. In addition, OCLC will search the OCLC Online Union Catalog for the dashed -on item. If a matching record is located, OCLC will convert it with the call number assigned to the dash - ed-on item. However, if a call number is not assigned to the dashed -on item, OCLC will use the call number of the main item. If no matching record is found in the OCLC Online Union Catalog for the dashed -on item, OCLC will flag the card for further processing by the Institution as OCLC can not create a new record for the dashed -on item based on the limited cataloging information on the card. Page 17 6. When a matching record is not located in the OCLC Online Union Catalog, OCLC will create a new record, based on the Institution's catalog - ing information, following OCLC Bibliographic Input Standards. OCLC will change form of name headings to AACR2 when they are verifiable in the online Name Authority File. When creating a new record, OCLC will input all pertinent cataloging infor- mation on the card. However, OCLC will code records input from LC- printed cards as "Level I ", and records input from non -LC cards as "Level K ". All subject headings on the Institution's shelf -list cards are LC subject headings. The preceding statements in this section 6 apply to the book collection only. OCLC is not required, under this agreement, to create new records for titles of the phonorecords, cassettes, cassettes kits, or periodicals where there are no matches in the OCLC Online Union Catalog. These titles either have not been cataloged, or have not been cataloged according to a widely accepted cataloging rule. 7. Having located a matching record in, or when inputting a new record into OCLC Online Union Catalog, OCLC will perform the following additional tasks: a. Enter the Institution's call number in an 092 field, based on the following guidelines: (1) The basic rule for entering the call number is to enter the call number in an 092 field as it appears on the card. The call number usually consists of a Dewey class number only for titles in the book collection. On card: 025.2 Enter as: 092 025.2 The following statements in this section 7.a. are exceptions to this basic rule. (2) For titles of the Books Collection, ignore the word "Oversize ", or any author number or Cutter number that may appear in the call number. Exception is made for individual biographies in class 92. On card: 818 T_ Enter as: 092 818 Page 18 • 0 (3) When AC, ADM, C, CC, FRE, GER, GRE, LCC, LTE, SPA 4[ TS appears in the call number area W in the holding area on the card, enter it in the subfield a of 092 field in all capital letters. Do not enter in the 092 field any of the following branch names that may appear in the call number area on the card: b -b, Balboa, cdm, CdM, Desk, main, mar, Mariners, NC, Newport Center, Office, Ref, w -n. Also ignore all other symbols that may appear in the call number or holding information area on card unless there is a specific instruction given in this section 7.a. On card: Call number: Mariners Office Ref. 020.7 Holding in note area: nc 1 (Adm) Enter as: 092 ADM !b 020.7 (4) For adult fiction titles, only the following symbols can be a call number: LTE, M, SF, and W. Enter it in 092 field in capital letters. Ignore SS and all other symbols in the place of, or associated with the call number. On card: M Enter as: 092 M On card: LTE M Enter as: 092 LTE fb M (5) Individual biographies are classified 92• Enter 92 in subfield a of 092 field, and the biographee's last name in the subfield b, in upper and lower cases. On card: 92 Caruso Enter as: 092 92 ib Caruso Page 19 0 0 Emile 2• On card: Case. 92 C Enter as: 092 92 ib Case Remark: Ignore the letter C, and the period at end of Case. Case is the biographee's last name. Exaumle 3: On card: Catherine I 92 C Enter as: 092 92 ib Catherine, I Bad: Separate Catherine and I by a comma and a space. ale 4: On card: 92 Carter James Enter as: 092 92 ib Carter Remark Enter the biographee's last name only, namely, Carter, and ignore the first name James. (5) Collective biographies are classified in 920's. Enter only the class number in an 092 field. Ezaaw" On card: YA 925.1 Enter as: 092 925.1 (6) When a capital letter X appears in one line by itself in the call number, enter a lower ease x in subfield a of the 092 field, capital X in the subfield b, followed by a comma and a space, and then the remainder of the call number. X signifies a juvenile title. Fampl a 1: On card: X 507 Enter as: 092 x ib X, 507 Page 20 i • Example 2• On card: X M Enter as: 092 x ib X, M Example 3: On card: X SF Enter as: 092 x ib X, SF (7) When XE, XJ, or XZ appears in the call number, enter it in capital letters in subfield a of 092 field. When X -J appears in the call number, end XJ in capital letters in subfield a of 092 field. (8) When there is no call number on the card, enter a capital letter X in subfield a of 092 field. Example 1: On card: H Enter as: 092 X Remark: H is to be ignored. Refer to section 7.a.(3) Example 2: On card: SS Enter as: 092 X Remark: Ignore nSS" Example 3: On card: Branches Enter as: 092 X (9) For all periodical titles, enter the word Serials in upper and lower cases in subfield a of 092 field for all periodical titles. Example: 092 Serials (10) For titles of phonorecords and cassettes, enter the entire call number, other than the word Cassette, record, or phonorecord, in the 092 field. Enter first line of call number in the card into subfield a of 092 field, and the remainder of the call number in subfield b. When entering in the subfield b, separate each line of call number on the card by a comma and a space. Page 21 Example: On card: CASSETTE MC ALAB RO A 39 Enter as: 092 MC ib ALAB, R0, A 39 (11) For Adult Cassettes and Records, there are call numbers beginning with a capital letter "X" as part of the call number. In this instance, enter a lower case x in the subfield a of 092 field, and the capital letter X in the subfield b. Example 1: On card: X DANCE AD C 10 Enter as: 092 x ib X, DANCE, AD, C 10 Exa le 2: On card: X ALADDIN T 07 092 x ib X, ALADDIN, T 07 (12) For titles of cassette kits, enter the word KIT in subfield a of 092 field, and the remainder of call number in the subfield b, separating each line of call number on card by a comma and a space in the subfield b. Example 1: On card: KIT ZS PIED J 15 Enter as: 092 ExMle 2: On card: X_ SPEAK CS N 00 KIT Enter as: 092 KIT ib ZS, PIED, J 15 KIT ib X, SPEAK, CS, N 00 Page 22 • (13) On cards of phonorecords, cassettes, and cassette kits, there may be numbers such as 03 -0457 in the note area or at bottom of the card. If the first two digits'before the hyphen are 01, enter ADM in subfield a of 092 field, and the call number in the sub - field b, being separated by a comma and a space for each line of call number on the card. When the first two digits are 06, then enter TS in the subfield a of 092 field. b. Enter OCLC's four - letter holding library symbols in the subfield a of 049 field, based on holding information on the card, and the following chart. (1) Book Collection - Adult Nonfiction Fiction Reference AC CNBC ADM CNBC b -b CNBM CNBN CNBO Balboa CNBM CNBN CNBO cdm or CdM CNAA CNAB CNAC Corona Del Mar CNAA CNAB CNAC LCC CNBC main CNBM CNBN CNBO mar CRAM CNAN CNAO Mariners CRAM CNAN CNAO nc or NC CNBA CNBB CNBC nh CNAM CNAN CNAO Newport Center CNBA CNBB CNBC TS CNBC w -n CNBA CNBB CNBC Remark: Reference may be marked Ref., or Office, or Desk, either in the call number or associated with the holding information. Page 23 (2) b-b CNBS CNBT CNBU Balboa CNBS CNBT CNBU CC CNBI Com or CdM CNAG CNAH CNAI Corona Del Mar CNAG CNAH CNAI main CNBS CNBT CNBU mar CHAS CHAT CHAU Mariners CHAS CHAT CNAU nc or NC CNBG CNBH CNBI nh CNAS CHAT CNAU Newport Center CNBG CNBH CNBI w -n CNBG CNBH CNBI Remark: Reference may be marked Ref., or Office, or Desk, either in the call number, or associated with the holding information. Page 24 0 (3) Cassettes, Kits, and Phonorecords Cassettes & Kits Records Adult CNBV CNBW Cassettes & Kits Records CNAK b-b CNBQ CNBP Balboa CNBQ CNBP cdm or CdM CNAE CNAD Corona Del Mar CNAE CNAD main CNBQ CNBP mar CNAQ CNAP Juvenile CNAQ Cassettes & Kits Records CNBW CNBV CNBW CNBV CNAK CNAJ CNAK CNAJ CNBW CNBV GNAW CNAV Mariners CNAQ CHAP CNAW CNAV nc or NC CNBE CNBD CNBK CNBJ nh CNAQ CHAP CNAW CNAV Newport Center CNBE CNBD CNBK CNBJ w -n CNBE CNBD CNBK CNBJ (4) On some cards of cassettes and phonorecords, there are six -digit numbers as the holding information, with a hyphen separating the first two digits from the last four digits, e.g. 03 -0457. First two digits Cassettes & Kits Records In 0q2 01 CNBE CNBD ADM 02 CNBQ CNBP 03 CNAE CHAD 04 CNAQ CNAP 05 CNBE CNBD 06 CNBE CNBD TS Page 25 (5) Periodicals Balboa CNBM Corona del Mar CNAA Mariners CNAM Newport Center CNBA When two or more holding symbols are entered into the 049 field, separate them by a "subfield a" code, namely, is. There are no input stamps need be entered in the 049 field in front of the holding symbols. c. Enter a copy number, such as [c.1], for titles of Books Collection, following each holding symbol. There is no spacing within the brackets. When two or more copies are associated with the same holding symbol, repeat entering the same symbol for each copy in the 049 field, separated by ia. In the case of multi - volume sets, enter copy number and do not enter volume number. Do not enter copy or volume number for titles of cassettes, cassette kits, periodicals, or phonorecords. Do not enter copy numbers that have been crossed out on the card. When no copy number is given, it is assumed to be copy 1. Holding information could appear either on the front of the shelf -list cards in the note area, or on the back of the cards. Ex=le 1: Call number: Holding information Enter as: Off ice Ref. 023.5 Newport Center 1/74 b-t c.3 TR 7/80 Newport Center 2/74 b-t c.5 TR 7/80 092 023Z 049 CNBC [c.3] is CNBC [c.5] Page 26 Example 2: On card: Call number: Office X 028.5 Holding information: CC Main cdm mar b -b W -n 3/74 b -t 6.50 1 XTR Enter as: 092 CC ib X, 028.5 049 CNBI [c.11 Example 3: On card: Call number: Ref. 022.4 Holding information: nc 11/69 pub. 7.00 TR 1/80 (Adm) Enter as: 092 ADM fb 022.4 049 CNBC [c.11 Example 4: On : Call number: Holding information: Enter as: 092 049 M NC cdm mar b -b 12/71 b -t S.95 1 2 3 M CNBB [c.11 �a CNAB [c.21 is CNAN [c.31 Page 27 Exanle 5• On card: Call number: Branches Holding information: 5i59ff Veeman5,'23156 2.75 P166, V71 nh 57980 Vroman 6/9/56 2.75 c.3 Enter as: 092 X 049 CNAN [c.33 d. Process /convert same record more than once When a different call number must be entered for different copies of the same title. )ale 1• On card: Call number: 025.2 Holding information: cc nc cdm mar 9/72 pub. 8.00 1 10/79 ZfR 5/78 tr. 8.00 2 10/79 tr. 8.00 1 (T.S.) Enter as: First time processing: 092 TS ib 025.2 049 CNBC [c.13 Second time processing: 092 CC ib 025.2 049 CNBI [c.23 Each time a record is so processed /converted, it constitutes a separate unit charge. Page 28 e. process /convert different records for copies of the same titles, when these copies are bibliographically different. Call number: M Holding information: ne edm mar b-b w -n 250 P. 12/74 b-t 6.95 1 TR8/78 1 3 1 LTE 10/77 hall 12.95 (491p -) 4 5 3/79 bt 6.95 ft r as: In record 0 (for the 250 p. copy) 092 M 049 CNBN [c.1] is CNAN [0.5] In record i2 (for the 491 P. copy) 092 LTE ib M 049 CNBB [c•4] Each record so Processed /converted constitutes a separate unit charge. 2: mil: Call number: ALSO LTE Holding information: 247 P. nc edm mar b-b w -n 1/78 dd 5.25 1 LTE 3/78 hall 14.95 (588p) 2 4 5/78 SON 8.95 (275P.) 3 S 12180 tar 8.95 page 29 • Fnte�: In record #1 (for the 247 p. copy) 092 % 049 CNBB [c.11 In record #2 (for the 588 p. copy) 092 LTE 049 CNBB 1c.21 In record #3 (for the 275 p. copy) 092 g 049 CMB [c.31 d8 CNBN [c.41 8• Skip the following types for passing over these card of s ca. rds. OCLC will Dot charge the Institution a. OCLC- produced cards. b. Cards that have been stamped the cards. "OCLC entered" at either top or bottom of c. Cards that have an OCLC control number (namely, a number beginning with a number afgn #) written at either top or bottom of the cards. d. When a group of cards are covered together by a plastic cover, and If any one of these cards either stamped C is an OCLC- produced card, has been card OCLC �entiOr asan OCLC control number written on the 8 p of the cards. Page 30 January 7, 1986 r,+, •ea rq �1 1. � p NE40RT BEACH PALIC LIBRARY Administrative Offices: 856 SAN CLEMENTE DRIVE • NEWPORT BEACH, CA 92660 • (714) 640 -2140 BY THE CITY COUNCIL CITY OF NEWPORT BEACH SYNOPSIS JAN 13 19 80 RETROSPECTIVE CONVERSION PROJECT APPROVED BACKGROUND: Newport Beach Public Library is currently proposing its operations to be automated. A need assessment study has been completed already, and the Library Board is planning to make a recommendation to the City. PURPOSE: To convert the Library's (material) holdings information (presently on catalog cards) to a computer readable format. REASON: One of the pre- requisites for any automated system is to have the library data changed into a format that the computer can read, so that the system will be operable immediately upon its installation without the delay for data conversion. WHO WILL DO THE WORK: OCLC in Dublin, Ohio METHOD: By shipping the Library Union Shelf -lists (library's inventory record) to OCLC on a weekly basis. (5,000 cards each time) PROJECT DURATION: February 1, 1986 - June 30, 1986 ESTIMATED NUMBER OF RECORDS TO BE CONVERTED: 30,000 UNIT COST PER RECORD: $1.40 ESTIMATED TOTAL COST: $42,000 (Reserved money already in the OCLC accounts, Accumulated over a six -year period since 1979.) RECOMMENDATIONS: Made by Joseph Matthews, Library Consultant. LEGAL TERMS: Reviewed and approved by Carol A. Korade, Assistant City Attorney. TECHNICAL SPECS Reviewed and approved by Steven S. Chweh, Library Technical Services Supervisor. DEADLINE FOR CONTRACT SIGNING: January 15, 1986 (OCLC demands the signed documents to be received by their office by this date to assure their staff commitment for our project. Otherwise, our project may be delayed.) Prepared by: Steven S. Chweh Supervisor, Technical Services BRANCH LIBRARIES BALBOA BRANCH CORONA DEL MAR BRANCH 100E. Balboa Blvd. 420 Marigold Ave. Balboa, 92661 Corona Del Mar, 92625 640- 2241 640.2191 MARINERS BRANCH 2005 Dover Dr. Newport Beach, 92660 640 -2141 NEWPORT CENTER BRANCH $56 San Clemente Dr. Newport Beach, 92660 640 -2246