Use this guide as a reference for familiarizing yourself with the ASERL Center of Excellence (COE) Database.
Collection building and contributing cataloging data to the ASERL Center of Excellence (COE) Database
An important motivation for the Collaborative Federal Depository Program (CFDP) is that no historical federal government publications collection is 100% complete. Whether a result of previous collection/ retention policies, disaster, wear-and-tear, or theft; loss happens. Additionally, the lack of cataloging records and OCLC holdings symbols for older material presents a major hindrance to access, sharing, and ensuring completeness of holdings. Access to materials is of fundamental importance for the CFDP.
Within the CFDP model, each Center of Excellence (COE) is required to inventory their holdings for their chosen agency/subject/format to ensure accurate cataloging and serials holdings records in the relevant SuDocs classes are reflected in their local catalog. Cataloging records are to be added to OCLC’s WorldCat as necessary, and their holdings symbol set in OCLC for all pieces they hold in their COE collection. It is expected that each COE will attempt to identify all titles issued by their chosen agency. This will include, at a minimum, gathering all Monthly Catalog/CGP entries and OCLC records for their COE agency and checking them against their holdings. A
The ASERL COE database is comprised of brief cataloging records that indicate holdings for all COE libraries (and other contributing depository libraries) in the Southeast and serves as a tool for analyzing the completeness of COE collection(s) and to identify gaps. In addition, the database contains “placeholder” records, created by the COE, for all known but un-owned titles within their chosen collection.These records represent known “gaps” in the COE collection and serve as a needs list for that agency.
To create a database that is as comprehensive as possible, records from as many institutions as possible are needed. As such, all partner libraries agree to contribute records for holdings of as many identified COE agencies as possible. Partner libraries are not expected to inventory and catalog items outside their COE area, but should contribute the existing catalog data they have about their FDLP collections.
Participating libraries are also expected to regularly update the ASERL COE database after any additions to their collection. Updates constitute the only way that a complete “universe” of available records is established. Better and more accurate gap analyses can be achieved as the known universe of records increases.
Click through the other tabs in this guide to get started with using the current release of the ASERL COE Database.
If you have questions about the database or want to set up an account, please email:
CHERYLE COLE-BENNETT
Program Coordinator
Association of Southeastern Research Libraries
C/O Robert W. Woodruff Library
540 Asbury Circle, STE 316
Atlanta, GA 30322-1006
Telephone: 470-222-4960
ccole-bennett@aserl.org
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