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records and archives and library cataloging



Looking for some experienced feedback...

We are developing an in-house records management program.  Originally I
started with Access using some basic records management fields (e.g.,
location, ID#, disposition schedule, etc.) then started adding some
additional, optional Dublin Core fields which could be used at the time a
record is entered into the database or at a later point if/when that record
was moved into permanent storage (archived). (We did not want to require so
much initial data entry per record that city departments would find it
impractical to use the system or require more initial data entry than was
really needed.)

IT has suggested we use Access to manipulate the data, but that we give it a
webpage look on the front-end to make it more user friendly.  The program
would be on our city INTRAnet and any department (designated personnel only,
of course) could load records and anyone could access those records to
determine who has what and where it is (e.g., contracts, plans, reports,
studies, agreements, etc.)

I agree with this vision.  Access is a bear for the uninitiated.

But now I'm thinking that it might make more sense to create MARC records
with this program, as well.  There are certain government documents that we
need to keep forever.  Some of them might be of interest to the public
(e.g.,  the NH Water Pollution Commission's 1964 report on the Nashua River
Watershed or the 1970 Preliminary Regional Plan for the Nashua River
Greenway -- not particularly exciting stuff, but it's available.)

Our public and school libraries are installing an online cataloging system
which will allow the public to search online for materials housed at any of
those facilities. (It's partially up and running now.)  So...I'm thinking if
we had a records management database on our INTRAnet but created a toggle
that would allow us to deliver certain catalogue records to the INTERnet --
or some other shared database (i.e., libraries' online catalogue) -- we
could let the public know what we have and where those records are housed.
But that would suggest that we better make sure our record fields use the
MARC standard right from the start so we are compatible with the libraries'
system.

Is anyone out there using MARC for some or all of their records or archives
cataloging data AND feeding that data into a library's online catalogue?
Anyone transferring ACCESS data into a MARC program?  If so, I would
appreciate hearing from you via e-mail, off the listserv, about your
"learning experiences"?  Thank you!


Paul R. Bergeron
City Clerk
229 Main Street
Nashua, NH 03060
Telephone: 603/589-3010
Fax: 603/589-3029
http://www.gonashua.com/

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