Database Management Policy

I. Purpose

The Cooperative Computer Services' database is a shared resource created for and by the members of the consortium. Through it the CCS libraries realize the following goals:

• To maintain a reliable and current union catalog of their holdings
• To provide consistent, specific and detailed access to the full intellectual substance of those holdings
• To cooperatively manage a shared patron database for ease in reciprocal borrowing
• To effectively evolve with electronic resources in order to make electronic resource access seamless for patrons

The successful maintenance of this database necessitates a consortium-wide commitment to these goals. Member libraries must agree on common cataloging standards and practice common data entry procedures. In return they enjoy the benefits of cooperation, which include:

• Convenience of access to a larger pool of resources for patrons
• Distribution of responsibility, effort and cost
• Large pool of talent and resources
• Cost savings under a shared bibliographic utility
• Opportunities, e.g. training, advocacy, which generally accrue to larger libraries

The CCS Database Management Policy (DMP) is founded on that commitment to shared goals and is, in turn, the foundation on which consensus is built. Specifically, the DMP:

• Describes basic responsibilities of each library
• Describes the functions of CCS central management
• Acknowledges CCS's reliance on a shared bibliographic utility as the primary source of records
• Outlines the means for assuring quality in the database

While the DMP provides a framework of responsibilities, each library is free to meet its obligations using the staff, budget, workflow and technological tools which best suit its situation.

The Database Management Policy expands upon, modernizes, and supersedes the Bibliographic Database Management Model in all its prior iterations.

II. Responsibilities of Member Libraries

Each CCS member library

A. Will comply with the Database Management Policy, the CCS Cataloging Manual, and other agreed upon shared procedures for database consistency and quality

B. Will employ a staff with competencies in technical services to supervise the library's bibliographic data creation and entry. These competencies should include a graduate degree in library science or equivalent experience, working knowledge of current, nationally adopted cataloging rules, MARC bibliographic format, Library of Congress subject headings, and bibliographic utilities such as OCLC

C. Will ensure that all the library's database maintenance staff are trained to the level required by the CCS-defined core requirements for the work they do

D. Will have a connection to the shared bibliographic utility and be authorized as a user

E. Will have approved means, e.g. CCS vendor software, shared bibliographic utility software, third party software, to

• view and edit existing records in the CCS bibliographic database
• create records or acquire records from authorized sources, edit and transfer them to the CCS database

F. Is still responsible for other activities that are not part of the shared databases, e.g., acquisitions, 3rd party databases, and RFID

G. Is responsible for acquisition and maintenance of database management equipment not covered by any consortium contract and ongoing training of its staff in the use of that equipment

H. Will keep accurate statistics as required

I. Will send a representative to applicable CCS meetings. Member libraries will encourage their staff to serve on committees and task forces as needed

J. Will encourage, support and provide continuing education beyond the core requirements for its database maintenance staff

K. Will provide its share of resources, e.g., staff time, third party costs to perform database projects agreed upon by the CCS membership

III. Responsibilities of CCS Central Management

The CCS central management is charged with coordinating and overseeing the creation and maintenance of the database as a whole. In particular CCS has responsibility for functions that require or benefit from centralization. For example:

• quality control of the bibliographic database as a whole
• authority control
• quality control of the patron database
• leadership and quality control around the evolution of records for electronic resources

CCS acts as liaison between the CCS libraries and the consortium's system vendor in matters related to the database. CCS is responsible for reviewing and recommending all outside sources of records.

Specific responsibilities of CCS, as listed here, should be reviewed periodically by the Database Management Committee to ensure that the benefits of centralization are maximized.

CCS Central Management

A. Will supervise the loading of data for new CCS member libraries

B. Will advise member libraries about preferred methods for acquiring, editing and inputting bibliographic, item records, authority records, patron records, electronic resource records, and other record types as the system evolves

C. Will monitor the quality of data in the database and coordinate cooperative or third party database revision projects as needed

D. Will provide orientations of CCS's core requirements to new library staff members when requested or needed

E. Will, in conjunction with membership feedback, identify continuing education needs and provide continuing education as needed or when requested

F. Will emphasize the importance of and adhere to national practice, and in conjunction with membership feedback, draft local standards where necessary, and maintain the written record of those standards in conjunction with membership

G. Will coordinate and monitor the creation and maintenance of a CCS authority file

H. Will coordinate CCS participation in cooperative cataloging programs outside of CCS, e.g., NACO and PCC

I. Will coordinate the use of the shared bibliographic utility

J. Will recommend to the CCS Governance sources of records

K. Will coordinate the use of CCS system vendor's products

1. . Will have a connection to the shared bibliographic utility

L. Will assist in the coordination of third party system setup

M. Will have approved means, e.g. CCS vendor software, bibliographic utility software, third party software, to

• view and edit existing records in the CCS database
• create records or acquire records from authorized sources, edit and transfer them to the CCS database

CCS will ensure that the CCS staff have a working knowledge of the standards necessary to effectively support the shared database. These areas include but are not limited to nationally adopted cataloging rules, Library of Congress implementation guidelines, MARC, RDA, Library of Congress Subject Headings, Illinois codes and practices.

IV. Sources of Records

CCS Database Management Committee shall regularly revisit the approved sources of records and make recommendations to the Governing Board. The list of approved sources will be reviewed at least annually if not more frequently, as needed.

Member libraries may suggest sources to the CCS Executive Director for evaluation and group consideration.

Along with the member libraries, CCS staff will develop and regularly update procedures for working with approved sources of records.

V. Quality Control in the Database

The goal of database quality control is to ensure that an adequate amount of necessary information is provided as consistently as possible for the benefit of the patron. Necessary information is any information that is used by more than the inputting library for internal functions. To achieve the desired levels of completeness and consistency three things are required. There must be a reasonable set of core requirements understood by all libraries; there must be thorough and ongoing training in those requirements; and libraries must have staffs that are able and willing to satisfy the requirements. Each Technical Group will develop core requirements to ensure quality data entry, relevant patron experience, security, and maintenance within the database. These core requirements will be approved by the Governing Board. These requirements will be included as part of the procedures manuals and revisited at least annually.

VI. Training

To ensure database quality all database maintenance staff must satisfy the core requirements associated with his/her job. Each library assumes responsibility for training its staff members in the core requirements of their jobs. Each library will review the work of its trainees until the library is certain that the trainees can satisfy the core requirements. When necessary CCS, rather than individual library personnel, will be responsible for training. CCS will review the work of trainees until they are capable of meeting core requirements. CCS will do training and review

• For libraries that are new to CCS
• For CCS libraries that lack qualified trainers
• Under other circumstances as necessary

VII. Identification of Work

CCS libraries will identify the records they add to the database.

VIII. Monitoring

CCS should be advised when core requirements are not being met. CCS staff will address the problem by

• Discussing the matter directly with the library
• Conducting individual training sessions
• Conducting group training
• Ask for a volunteer mentor library to assist

IX. Continuing Education

Libraries are encouraged to allow their staffs to develop beyond core requirements. The CCS staff and membership will sponsor or conduct training sessions and workshops that are of interest to the CCS membership for maintaining a quality system.

X. Enforcement of Compliance

The CCS bylaws deal specifically with the responsibility of members in Article IX, Section 4. Article XI covers Enforcement Procedures.