Retrospective conversion frequently asked questions

General

How long has OCLC been converting records?

We have been converting records for more than 30 years. The service formerly know as RetroCon, now called OCLC Custom Cataloging, has been converting libraries' shelflist cards since 1976. Since then, we have converted over 1,000 libraries' collections from 27 different countries.

What type of quality control procedures does retrospective conversion staff use?

When a new project begins, we offer to deliver a test batch to your library for review. This review period allows you to determine that your local requirements are being followed and the quality of the cataloging meets your standards. During the project, we follow rigorous quality standards and all work is reviewed by experienced staff members. Additionally, before delivering files to your library, all records undergo a final quality assurance step.

Is there a minimum retrospective conversion project size?

Yes, the minimum project size is 1000 titles.

What formats and languages can be converted?

Our staff is well versed in all current formats including books, serials, sound recordings, scores, audio-visual, maps and computer files. In addition, we accommodate microforms and manuscripts with ease.

All Romanized languages are encountered in retrospective conversion projects and staff is available for processing in Chinese, Japanese and Korean. Essentially any language that is found in WorldCat is possible in a retrospective conversion project.

What type of libraries do you work with?

We have worked with all types of libraries, from large academic research libraries to small school libraries, including public libraries of all sizes, corporate libraries and many different special libraries.

Are references available?

Yes, we will be glad to provide our retrospective conversion project list and the contact information for those libraries you wish to contact.

Is a test conversion done before beginning a conversion project?

Yes, we begin each retrospective conversion project with a test of up to 20 records that we send to your library before processing begins. This test assures instructions are completely understood and allows you to see how the finished product will look.

Will the OCLC library services consultant remain our main contact?

Although your Library Services Consultant will always be available for any question or comment, you will work closely with your assigned project manager

How many staff members are assigned to a retrospective conversion project?

Depending on the size of the project and the deadlines, we may assign anywhere from one part-time staff member to 40 staff members to a project.

How many staff members will our library need to participate with the project and what are their responsibilities?

Usually after a contract is signed, the only staff from your library required to assist with the project are administrative and technical liaisons. These staff members should be available to answer questions, especially when the project begins. Occasionally another staff member is assigned to assure regular shipments are made from the library to OCLC.

Pricing

How are projects priced?

We customize each project to meet the needs of your library. For this reason, all pricing is customized on a per record basis. Generally a bundled price for all items is provided taking into account the following:

• Total number of records
• Total number of records that require original input into WorldCat
• Total number of non-books
• Editing requirements requested for matching and new records

Additional factors may result in a pricing adjustment such as handwritten items, information on the verso of cards and difficult to decipher cataloging.

How does our library request a price quote?

We provide "requests for cost proposals" free of charge, at no obligation. To request a cost proposal, you first need to submit a completed "request for cost proposal" form. You can complete a Web form at: https://www3.oclc.org/app/conreq/.

If you prefer to mail us a completed paper copy, you can ask for a copy of the Request Cost Proposal by e-mailing custcat@oclc.org, or print a PDF version from the Web, which is available at: http://www.oclc.org/support/forms/pdf/ccrfcp.pdf. If you are submitting a paper copy, please mail your completed Request for Cost Proposal to the address listed at the bottom of the form.

How long is the price quote valid?

Our price quotes are good for six months unless otherwise stated.

How long does it take to get a price quote?

We generally provide price quotes within two weeks of receipt. The detailed analysis we need to complete using the sample source items is a part of the quote timeframe.

How is the original record creation percentage determined for a price quote?

When submitting a Request for Price Quote, we ask you to provide approximately 50-100 cards pulled randomly from the entire collection. We search this sample and determine a likely percentage of non-matches in WorldCat. This percentage is used in determining the parameters of the project and pricing.

Scheduling

How is a project scheduled?

Upon receiving your library's approval for a project, we schedule the project at the first available opening with a production team. At the same time, we assign a project manager to work with you throughout the project. We usually can provide a schedule within one week of approval.

What is the turnaround time for projects?

Any or all of the following may determine a project's schedule:

• Total number of titles
• Percentage of titles requiring original record creation
• Extent of local editing to be performed

Special requests may increase the turnaround time. We make every attempt to meet your requested schedule, especially when it's due to your library's funding or system implementation restraints.

Shipping

Does our library have to send actual cards to OCLC?

Although approximately 90% of all libraries provide cards for conversion, we are happy to work from photocopies of cards, printouts from local systems, diskettes and many other media.

Has retrospective conversion ever lost a library's cards?

In more than 30 years of service, we have never lost any cards at our facility or in shipping. Shipping tracking systems have greatly increased confidence in allowing precious cards outside the library.

While here at OCLC, we store all your cards in a secure building accessible by authorized OCLC staff only. We take great care with your library's property and we return all your cards following the conversion.

How are cards shipped to OCLC and who pays for shipping?

We recommend utilizing UPS for shipment of all cards. While the cost of shipping to OCLC is your library's responsibility, we pay for the return shipment of cards. Card boxes are provided free of charge for packing cards for shipment.

Will the cards be returned in the same order as they were sent?

Yes. With our dedicated shipping staff, we have established sound quality control and tracking methods for processing card shipments. As each card box arrives, our shipping staff checks the first and last card of each box and records the information. Once the cards have been processed and are ready to be shipped back to the institution, the beginning and ending cards are verified against the record. This process has helped to ensure that all cards are returned in the same order as they are received in each box.

Boxes of cards will be returned to the library when the box is completed. This may mean that boxes are returned out of order unless a prior agreement has been made.

Does a library have to send all of their cards at the same time or can they be sent in batches?

We determine shipping schedules before a project begins. Generally, your library's cards are shipped in batches, but a one-time shipment is very welcome.

Processing

Where are records searched?

We use WorldCat, the OCLC Online Union Catalog, for all conversion projects. For more than three decades, libraries have shared their catalogs electronically to create the world's largest database of bibliographic information and retrospective conversion has added dramatically to the growth of WorldCat. Our staff has added over 7 million of the more than 70 million records.

It is also possible to work within your library's local system to accommodate special needs. This is generally accessed via the Internet and may add to the cost of the project.

How is a record determined to be a match to a WorldCat record?

We anticipate that a matching record will be found among the more than 70 million WorldCat records available, based on the guidelines determined before the project begins. These guidelines usually cover rules for matching the title, edition statement, publisher, date and pagination, though each library is free to alter the specifications within OCLC standards found in Bibliographic Formats and Standards, Second Edition, p. 45. These guidelines do not include author as a matching point. Priority is always given to LC records when available.

What if there's not a matching record in WorldCat?

When we can't locate a matching record in WorldCat, we will create a new record, based on cataloging information on the source provided (e.g., shelflist card), following OCLC Bibliographic Input Standards. We will do all the tagging and coding.

When the shelflist card is an LC card without alterations, we will generally input the record coded as Level I (full level). When the shelflist card is not an LC card, or is an LC card with alterations, we will input the record coded as Level K (minimal level). In both instances, all pertinent cataloging information on the shelflist card will be input.

All MARC tagging and subfielding will be added and personal names, corporate names, conference names, series and uniform titles will be manually verified in the online authority file before being added to WorldCat. Subject headings are not manually verified.

What type of editing is done to the records?

Any editing that is possible in WorldCat can be requested for your retrospective conversion project. Our staff cannot add data fields that are not supported in WorldCat, but all requests will be considered.

In almost every case, the local call number is added to the matching or created record but even this is not required. Projects have ranged from no editing to editing nearly every field in the record.

Will our library's holding symbol be attached to the WorldCat record?

Yes. Your library's OCLC holding symbol will be automatically attached to the WorldCat record as part of the conversion project at no additional charge.

Does OCLC enter all records using AACR2 descriptive cataloging?

We enter records using the cataloging level found on the source item. If a card is provided in AACR2, an original record will be entered as such. Generally, conversion projects do not deal with AACR2 cataloging. Our staff is very experienced with conversions; however, they do not re-catalog items provided.

What if a card matches a record that already has the library's holdings attached in WorldCat?

Generally, we flag the card denoting "Holdings Already Set" and return it to your library. The unit charge is assessed for this service. If your library would like these items to be reconverted, we will be happy to do so.

Results

Does our library get a copy of the converted MARC records?

Upon completion, we provide converted records in any of the following forms:

• FTP
• Diskette
• File attached to an e-mail message

If your library already has an OCLC-MARC subscription, the retrospective conversion records will be included in that output unless you prefer another delivery option.

Are they US-MARC records?

WorldCat records are in OCLC-MARC format, a form of US-MARC.

Will the records work with our library's local system?

Generally, all local systems will accept OCLC records, however, we recommend that you check with your local system vendor before beginning a conversion project. This is also a good opportunity to see if there are any specific requirements of the records that should be accounted for in requesting editing.

Once shelflist cards have been submitted for a retrospective conversion project, will additional cards be accepted?

We try to accommodate additional cards, although an extension to the previous contract may be required. If the additional cards will cover materials not included in the original agreement, revised pricing, project instructions and scheduling may be needed.

Can OCLC store the records until our library has a local system?

Yes. We retain a copy of all records updated and created. Your library may postpone delivery of your converted records and later request a bibliographic record snapshot.

Are reports provided throughout the project?

We can provide statistical reports upon request.

How is our library billed?

Billing for retrospective conversion projects is done on a monthly basis for work processed in the previous month and may be either through your OCLC regional service provider or directly to your library.

Other Related Services

Does retrospective conversion provide barcoding?

Yes, we can provide dumb barcode labels and add the number to the converted record. Your library may also choose to purchase and provide the labels for assignment to each item.

Does retrospective conversion provide authority control?

Authority control for original records is provided at no additional charge on the following fields:

• Names (Personal, Corporate, Conferences)
• Series

Authority control is not provided for subject headings or matching records retrieved from WorldCat.

Does retrospective conversion provide reclassification services for call numbers?

Yes, we offer reclassification—moving a library's collection from one call number scheme to another, usually Dewey to LC—with any retrospective conversion project. If the proper style of call number is available in a matching or similar WorldCat record, it is adapted for your library. If no call number exists, one can be assigned.

Ordering conversion services