TRLN Shared Records Program

In 2010, the TRLN Shared Records Task Group completed a pilot project to distribute the responsibility for bibliographic record maintenance for shared collections of electronic resources. Assigning the record maintenance responsibilities for a given collection to one library and sharing metadata across the consortium within Search TRLN reduces duplicate metadata maintenance tasks for the other TRLN libraries. Models and workflows for this program are described below.

Please refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.

Please use the Search TRLN comments form to ask questions or report issues regarding metadata managed under this program.

TRLN is accepting proposals for new collections for this program. Please submit recommendations via this request form.

Models and workflows for sharing metadata

The task group designed and proposed two models and accompanying workflows for sharing metadata within TRLN. In the first model, a single TRLN institution takes responsibility for metadata maintenance for a given collection and makes those records available to all consortium libraries through Search TRLN. In the second model, Search TRLN will ingest records directly from a third party on behalf of the consortium and the libraries will have no obligation to load those records into their integrated library systems. Further discussion regarding the implications of the program and details of associated workflows can be found in the task group's reports posted on the Shared Records Task Group home page.

The task group demonstrated the feasibility of this approach and received the endorsement of the TRLN Technology Council to implement shared records procedures for two collections of metadata: The NC LIVE Video Collection and ICPSR datasets.

NC LIVE Video Collection (record count)

NC LIVE makes available streaming videos of over 400 PBS programs to library users in North Carolina. NC LIVE provides MARC records for these videos to NC LIVE libraries for loading into integrated library systems. NCSU is serving as the host institution for this collection, performing authority control and URL maintenance on these records. The record set is ingested by Search TRLN daily and the records are shared by all four institutions.

Refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.

Inter-University Consortium for Political and Social Research (ICPSR) Datasets (record count)

ICPSR maintains a data archive of over 501,000 files gathered in over 7,000 social science research studies. Three TRLN institutions, Duke, NCSU, and UNC, belong to ICPSR and users affiliated with these institutions have access to these datasets. ICPSR makes available metadata for over 7,000 of these datasets to member institutions in DDI/XML format monthly and in MARC format on an annual basis. In this part of the shared records program, ICPSR documents in DDI/XML format are ingested by Search TRLN and shared by all three ICPSR institutions. These records were initially loaded into Search TRLN in October 2010 and are updated monthly.

Please refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.

'Documents without Shelves' (record count)

TRLN subscribes to the MARCIVE 'Documents Without Shelves' service which provides the consortium with MARC records for U.S. government publications that are only published in electronic formats. These records are maintained by UNC Chapel Hill, loaded into the TRLN indexes weekly, and shared among all four institutions.

Please refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.

'Early English Books Online' (record count)

Duke, NCSU, and UNC each subscribes to the Early English Books Online collection consisting of over 120,000 digitized items. Each also subscribes to the MARC record service for this collection, but the record set is maintained by NCSU on behalf of all three institutions. Records for the items in this collection are discoverable in the local Endeca-based catalogs and in Search TRLN.

Please refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.

The TRLN libraries are participating in a consortial e-book pilot project with Oxford University Press during 2012-2013. Duke is taking responsibility for maintaining the e-book record set on behalf of all TRLN libraries. Records for the items in this collection are discoverable in the local Endeca-based catalogs and in Search TRLN.

As part of this project, the TRLN libraries are also acquiring select print of titles in OUPSO collections. UNC is taking responsibility for storing and providing access to the physical volumes and maintaining a shared record set on behalf of all TRLN libraries. Records for the items in this collection are discoverable in the local Endeca-based catalogs and in Search TRLN. Titles can be browsed via this link to the 'TRLN Shared Print Collection'.

Please refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.

Duke and UNC subscribe to two collections of online videos distributed by the Alexander Street Press: The Filmakers Library and Ethnographic Video Online. UNC is hosting and maintaining these records. Records for the items in this collection are discoverable in the Duke and UNC Endeca-based catalogs and in Search TRLN.

Please refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.

The UNC Odum Institute has provided metadata for over 3,000 statistical datasets for to the Search TRLN indexes. Over 2,900 of these datasets are accessible to users at the four TRLN institutions and are discoverable in the Endeca-based catalogs and in Search TRLN.

Please refer to Shared Records Program Technical Details to learn more about the technical aspects of the implementation.