Collections register

1. The system must support a collections register which will contain information:

- about producers/holding institutions - about collections

Data elements for the collections register are given in Appendix B. (In the absence of an electronic signature, a signed declaration form must be kept giving permission to publicise the data

produced/held by the organisation, within the limits of any special conditions of use.)

2. It would be useful to link to Collections Register records from specific item records in the database, e.g. where special conditions govern use.

3. The system must assign a unique ID to each organisation, and it must be possible for organisations to directly amend contact

details/notify amendments via Web/e-mail. 7. Database access

7.1 General

1. The system must support different levels of access and ‘views’ of the database for:

- Reveal staff

- Producers/holding institutions

- End users (for end user access, see 7.3 below). Authorisation to read/write is covered in 2.2 above.

2. The system must provide Web access to the database via an OPAC interface.

3. Z39.50 (state which version) client and server must be supported. Suppliers should state if the Z39.50 OPAC Holdings Schema is supported.

4. The system must support a Z39.50 gateway to other databases, e.g. LASER V3 and Unity (when available). It must be possible to search both Reveal and other Z39.50 databases simultaneously and to present merged, de-duplicated results lists.

5. The system must support additional methods of access and display for staff use only (e.g. for maintenance purposes), either

via a different ‘view’ of the OPAC or a separate staff searching function.

6. It must be possible to output required records to CD-ROM to provide access to the database for those without Web access. 7.2 Web access

7.2.1 General

1. Web interfaces must meet web accessibility guidelines.

2. It must be possible to search across all records or a subset of the database, e.g. union catalogue records or ‘in process’ records only, or both simultaneously (subject to the necessary

authorisation).

3. It must be possible to offer an ‘all formats’ search which does not duplicate bibliographic data for each transcription but rather

presents bibliographic data once with brief details of the formats available.

4. It must be possible to search the collections register separately (i.e. not in combination with other searches). It must be possible to link from the collection level record to the home page for the

organisation concerned if appropriate (via 856 field).

7.2.2 Indexing

1. The following fields must be indexed: Union catalogue records:

- Author

- Title/Uniform title

- Publisher (Original work) - Series

- Notes/synopsis

- Subject (to include LCSH, Genre, and supplementary local subject and genre)

- Format - Producer - Narrator

- Standard numbers (ISBN, ISSN, ISMN, producer’s numbers) - ID for transcription

Holdings:

- Location/sub-location In process records:

- Producer Notification records: - As above + - Organisation ID Copyright register - Rights holder Collection level records:

- organisation name/ID (including former name cross references)

- organisation type (e.g. lending library) - subject areas of collections

- language of collections - format of collections

2. It must be possible to offer different search options for the different levels of user or subset of records being searched, incorporating all/some of the indexed fields.

3. It must be possible to offer keyword and/or phrase searches on the defined indexes, as appropriate, either individually or across all indexes

7.2.3 Search limits

1. It must be possible to pre- and post-limit searches by: - Language

- Date of publication of original item - Format

- Producer or group of producers

- Holding institution or group of institutions - Age range/audience level

- Production status, e.g. selected for transcription, in production.

7.2.4 Display/navigation

1. The system must support different levels of display appropriate to the level of user. This must include:

- display of union catalogue and holdings information (to include availability, e.g. for loan, sale, etc.)

- display of ‘in process’ data - display of notification data

- display of copyright permission data - display of collection level record

2. It must be possible to define the content of the different levels of display.

3. The system must support hypertext links (via 856 field).

4. It must be possible to offer a ‘request’ option on the record display (see 7.4 below).

5. It must be possible to download search results to disk/e-mail. 6. It would be useful if contributing organisations could transfer

bibliographic details found to the appropriate Web notification form (e.g. to add holding or transcription notification for another format). 7.3. End user access

NB: ‘End user’ here means both intermediary (e.g. librarian, teacher) and direct end user (e.g. VI person).

1. The system must provide for end user searching of the union catalogue and collections register only, incorporating a sub-set of the search and display options available to Reveal staff and

contributing organisations as given in 7.2 above. 7.4 User requests

1. The system must allow contributing organisations and end users to request items found on the database. When a user selects the request option, the system must prompt for organisation ID and password/PIN (direct end users must be required to register first). The system must check that the item is available for

loan/hire/sale/subscription/free and that there are no special conditions governing use (preferably via link with Collections Register) and that the user is eligible to request the item.

2. For producers and organisations held on the collections register, user details must be automatically supplied on input of

organisation ID and password.

3. Requests must then be forwarded for attention by Reveal staff (see 8 below).

7.5 CD-ROM access

1. It must be possible for the system to output required records to produce a CD-ROM version of the database at a frequency to be determined.