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11th National Library Technicians ConferenceISSN. Unique or obsolete?Sonja Street and Karen Vinoles National Library of Australia
Abstract This paper outlines a brief history of the organisation, looks at the way ISSNs are used, and discusses who is eligible to use them on their publications and considers some of the advantages for libraries. The National Library runs the Australian ISSN Agency and this paper gives insight into the operations of the Agency, its management, staffing and levels and trends in usage.
Introduction This paper will look at the history of the ISSN system, the operations of the Australian ISSN Agency, managed by the National Library of Australia, and the application of ISSNs both now and in the future.
What is an ISSN? The number consists of eight digits in two groups of four, separated by a hyphen for example ISSN 1445-6370 or ISSN 1445-629X preceded by the letters ISSN. The eighth character is a check digit that may contain the letter X. The check digit is calculated using the modulus 11 algorithm, and is designed to guard against transcription errors. The ISSN is the serials equivalent of the International Standard Book Number (ISBN) used for one off monograph publications and International Standard Music Number (ISMN) used for music. ISSNs can be allocated to new serials, to serials currently being published, retrospectively to ceased serials, or to serials that have changed their title to provide an improved link between the former and later titles. Blocks of these numbers are distributed by the International Centre and given to National Centres for assignment. To obtain an ISSN a serial publisher forwards the completed ISSN application form to the Agency in the country of publication.
History of the ISSN system In January 1976 the official agreement between UNESCO and the Government of the French Republic was signed, formally providing for the hosting of the ISDS International Centre in Paris, with the aim of operating an automated system for the registration of serials. In 1993 the ISDS International Centre changed its name to the ISSN International Centre to more clearly reflect its activities and services. The Australian Agency was established in the National Library of Australia as the Australian Centre for ISDS in 1973. Prior to this ISSNs were allocated on Australia 's behalf by the ISDS International Centre. It became the Australian ISSN Agency in 1976.
The ISSN network and the international centre The ISSN International Centre is an autonomous institution located in Paris, France. It consists of a General Assembly, Governing Board, Technical Advisory Committee and Director. The General Assembly consists of one representative from each of the member states and one representative of the Director-General of UNESCO. It meets biennially and has responsibility for determining the general policy of the ISSN International Centre, fixing the amount for contributions from the member states and appointing members of the Governing Board. The Centre is controlled by the Governing Board, which consists of one representative of the host state, one representative of the UNESCO Director-General, ten representatives of the member states (elected by the General Assembly), and one representative of the Intergovernmental Council for the Central Information Programme. The Board approves the ISSN International Centre's budget, annual report, and programme of work. It generally meets once per year. Administration of the Centre is carried out by the Director, appointed by the French Government, who is assisted by a Technical Advisory Committee. The International Centre controls and maintains the International Serials database, co-ordinates the activities of the National Centres and allocates ISSNs to the publications of international organisations and to publications from countries which do not have a National Centre. The ISSN International Centre is funded by contributions from UNESCO, from the French Government, from the member countries of the ISSN Network according to a formula based on the country's gross national product, and from sales of products.
ISSN register The database is updated monthly and is available through the Internet (ISSN Online), CD-ROM (ISSN Compact) or as raw data through the International Centre under licensing agreements. ISSN Online is available as a subscription database on the International Centre website. Indexes can be searched or browsed by various fields including ISSN, key title and title proper.
Key titles
Which publications are eligble for an ISSN? Serials can be periodicals, magazines, newspapers, annual reports, yearbooks, directories, newsletters and ongoing monographic series. Serials are not works produced in parts for a finite period. For this reason multi-volume sets which will be complete in a predefined number of volumes, are not assigned an ISSN. Serials can appear in print, online, cd-rom, ftp files, e-mail and any other format. Each format requires a separate ISSN. Serials published in different language editions that have identical titles have a separate ISSN assigned to each edition. If a serial is cumulated into, for example an annual edition bearing the same title, it will maintain the same ISSN and key title. Serials published with the same title but in another edition, such as different geographic editions also require a separate ISSN. Some sections, supplements, inserts and subseries are allocated ISSNs separate to the parent serial if they have their own distinctive title and numbering.
How are ISSN's currently used? They are used in libraries for circulation, interlibrary loan systems, for identifying titles, ordering, checking in, and claiming serials. ISSNs can also be used to identify different formats of a serial and used to locate former and merged title linking information. They can be incorporated into barcodes as the title identifier. ISSNs can be included in the Identifier element of Dublin Core or AGLS metadata created for online journals. As more Internet search engines become "metadata aware" this will enable improved resource discovery, allowing specific ISSN searches similar to those provided in most library catalogues. Another innovative use of the ISSN can be seen in the Australian co-operative Digitisation Project [5] (ACDP). This project digitised 70 Australian journals from the period 1840-45. All the journals were assigned ISSNs when they were digitised. The ISSN was used as part of the file structure to organise and deliver public access to the digitised copies. The file structure consisted of the ISSN then the date and volume numbering of each issue to create a series of directories for storing and providing a logical navigation path for the files. For example, the file for Colonial literary magazine, Volume 7, number 25 (January 1842), pages 1-10, ISSN 1327-6646 was given a file name of: /ferguson/13276646/18420100/00070025/1-10.pdf
The national center in Australia The Australian ISSN Agency is located in the Australian Serials unit of the National Library of Australia in Canberra. Although it operates as a subsection of the Australian Serials Unit within Technical Services, it is not staffed separately, but draws upon the expertise of the Unit. These staff, in the process of their general cataloguing and accessioning work, identify journals lacking ISSNs or with incorrect ISSNs. Some unit employees are also trained in completing ISSN registrations. The agency is staffed by 8-12 librarians and library technicians on a rostered basis. Rostered staff average one to two shifts per week at the ISSN Agency desk. A manager co-ordinates the daily running of the agency, rosters staff, answers complex inquiries and liaises with the International Centre in Paris for housekeeping and registering activities. A shift on the ISSN desk can involve responding to publisher enquiries, issuing ISSNs, creating associated bibliographic records for the ISSN database and updating and registering records for the international database. Requests are received by e-mail, phone, snail mail and fax. However, most requests are now received via the online application form appearing on the National Library of Australia's website. This reflects greater Internet usage and an increase in desk-top publishing, often from home. Training is required on a continuous basis as new staff join the roster and also to ensure that everyone keeps up to date with the latest procedures. It can be difficult to build up a solid base of skills and knowledge required for the Agency's operation. On the other hand, staff working on the ISSN desk have the opportunity to learn and apply a diverse range of skills which compliment their cataloguing and accessioning activities. These include client interaction skills and cataloguing skills that are unique to ISSN. ISSN training usually commences after serials staff have had a sound grounding in acquisitions and cataloguing. New trainees are given a general introduction to the Agency and the ISSN system. They are trained in the use of ISSN Online, ISSN compact and the custom-built ISSN module of the National Library's integrated library management system, Dynix. They shadow rostered staff for two to three shifts per week. When confident they work independently but a mentor is close by if assistance is required. This system works very well as staff are gradually eased into their ISSN work. Communication within the team is managed with occasional e-mail bulletins, meetings and checklists for guidance. An in-house manual has been constructed and is continually updated. This provides more specific and localised interpretations of the ISDS manual and is a valuable tool for maintaining standardised work practices. The manual also includes task guides, telephone procedures and other information that maybe required whilst on rostered shift. ISSN staff are rostered on the desk from 10 to 12 in the morning or from 2 to 4 in the afternoon, Monday to Friday. The answering machine is switched on out of these hours and prompts callers to access the internet site for information, or leave their contact details for a return call. The Agency receives 4 to 8 applications on average per shift, and 4 or 5 general inquiries requesting information on ISSNs, ISBNs, barcodes, legal deposit, copyright and PANDORA. On average, 120 ISSNs are allocated by the Australian agency per month. Requests for ISSNs come from publishers, database providers such as APAIS, libraries, book suppliers, other national agencies and the International Centre.
Registration In order to complete the registration process, proof of publication must be submitted to the ISSN Agency. In most National Centres there is a link between the registration of ISSNs and the cataloguing of Legal Deposit publications. A publisher in Australia is required to forward to the National Library, the first copy of a new serial under the provisions of the Copyright Act 1968. Once a publication is received it is catalogued onto Kinetica. Part of the cataloguing process is to alert the Agency that the new publication contains an ISSN and therefore needs to be registered. Upon proof of publication the in-process record is upgraded to a short registration record. Title, key title, and ISSN are verified along with imprint details and other fields in the in process record. Fields such as frequency, availability, and URLs are also added to the record. This record is then flagged for monthly transfer to the International Centre in an ftp file by e-mail. When the International Centre loads the records into the Register, the ISSNs are considered to have been registered.
Challenges to ISSN maintenance The same ISSN is used on more than one format of a serial, for example, on the print, and online versions. The publisher is advised that each format of a serial requires a separate ISSN. The ISSN belongs to the preceding title. When this occurs, the Agency advises the publisher of the new ISSN. More than one ISSN is issued to the same serial. The Agency must cancel any additional ISSNs, as a serial publication can have one number only. If the incorrect ISSNs are printed on the publication it will be indicated in the cataloguing record with an appropriate code. This means an incorrect ISSN is still searchable on Kinetica and other databases. A misformed ISSN is printed on the publication and is put into the cataloguing record. The publisher must be advised of this printing error. The number remains searchable and may be checked using the International Centre 's "ISSN Check digit calculator" [6] A serial is assigned an ISSN, but the title is not listed in the International Register. The title may not have been sent to the National Library's Legal Deposit section, or it may have changed its title or ceased. If the ISSN Agency is not informed of these circumstances then the title will not be registered. With online journals the publisher must advise the Agency of the Internet address of the publication. Agency staff need to view the publication before registration can be completed. ISSNs issued to ineligible publications, such as monographs, in-house publications, stationery, small localised distribution runs such as school yearbooks, loose-leaf publications and home pages on the internet. The Agency is reliant upon information supplied by the publisher at the time the ISSN is allocated. Where an item is later found to be ineligible, if the ISSN is printed on the item and appears in the cataloguing record it is cancelled but remains searchable on Kinetica and other databases. ISSNs issued to serials that were not published. If the agency is aware of this, these ISSNs are suppressed which means the ISSN is deleted from the International Register. These ISSNs are not searchable and are completely removed from the system. ISSNs cannot be reused if they have been cancelled or suppressed. New and prospective publishers are not always aware of the benefits of the system and how to apply for a number. The Agency promotes its activities by distribution of an information sheet, a "Do I need an ISSN?" post card and a website. [7]
Facts and figures At the end of 2000, Australia's total contribution to the database was just over 38 000 records, making the Australian Centre the fifth highest individual country contributor. In comparison France, as the International Centre, has contributed approximately 177 000 records; United States 158 000; Canada 104 000; United Kingdom 63 000; Germany 52 000 and New Zealand 10 000. For the financial year 2000/2001 the Australian ISSN Agency has assigned 1445 ISSNs and forwarded 1607 registrations, changes and corrections. English is the most common language represented in records on the database, followed by French, multilingual languages and German.
Strategic plan initiatives and the future "The ISSN will become an integral part of services that need online identification of publications of a continuing nature (eg electronic commerce, archiving services). The ISSN will be used by a variety of stakeholders and will be both visible to users as a tool and invisible in the actual process of providing services. The ISSN will facilitate services/ interactions between others in the publication/use chain. It will be a significant part of information life cycle management." [8] The greatest change affecting ISSNs is in the definition of eligibility. In addition to traditional print serials, ISSNs may now be assigned to serials produced in other formats such as CD, e-mail or on the World Wide Web. The Australian ISSN Agency has noticed a sharp increase in requests for ISSNs for serials in electronic formats in the past two years. In future, the ISSN International Centre also intends to broaden the scope of the ISSN to include continuing resources such as web sites and databases that are updated on a regular basis. This is in line with proposed changes to cataloguing standards such as the International Standard Bibliographic Description-Serials and the Anglo-American Cataloguing Rules. Such a change could significantly increase the work of the Australian ISSN Agency. The ISSN International Centre aims to position the ISSN as a key component in the emerging spheres of digital archiving, e-commerce, transaction-based access to online resources, digital rights management and online reference linking. All of these depend on the unique and permanent identification of an online resource, a role that the ISSN is well-placed to support. The ISSN International Centre is promoting the use of the ISSN in permanent naming schemes and resolution services for online journals. This can be both at the title level, and also down to the article level by using derivative naming similar to that mentioned earlier in the ACDP. For example, .../13293362/20010704/smith.html for an article by John Smith in the 4th July issue of a journal with ISSN 1329-3362. In the future, use of ISSNs as unique identifiers could assist with cross-archive searching of digital archives and eprint repositories. ISSNs could also be the basis for improved reference linking. Currently, electronic journals include hyperlinks to citations in bibliographies/reference lists. If the cited item is moved (i.e. the URL changes), then the link is broken. It is possible to build reference linking services that perform dynamic queries based on an element within the citation such as an ISSN. When a user clicks on one of these links, the system would automatically perform a search either on the Internet or against a resolution database and find the current location of the cited resource. ISSNs may also be a part of OpenURL resolver services which provide users with context sensitive search results according to their institution's resources and access rights. In addition, the ISSN International Centre hopes to encourage the use of ISSNs within the publishing world as a means of tracking and managing objects throughout their life-cycle from authoring to publication to rights management/fees, and finally to archiving. This may require access to the ISSN register through third-party services that are transparent to the user.
Conclusion We have discovered how the Australian ISSN Agency is managed and staffed with a crew from Australian Serials. We have opened a treasure chest of future possibilities for the ISSN system in the electronic environment and discussed some of the emerging consequences. Trends in current usage prove that the scope of ISSNs has already broadened and they are being used more than was ever imagined. We believe ISSNs are currently under utilised as a tool for resource discovery. We have demonstrated that the ISSN system has not remained a static institution. It is fulfilling its mission by navigating its way forward to meet the challenges of new technology through the ongoing contributions it makes to its stakeholders. ISSNs have maintained their uniqueness and relevance and we believe they are far from obsolete. We would like to thank National Library staff that assisted in the preparation of this paper and hope you will contact the Australian ISSN Agency should you, or staff at your organisation have questions regarding ISSNs.
Authors Karen Vinoles has worked at the National Library for almost 9 years and currently works in the Purchased Monographs unit, part of Technical Services. She is a former manager of the ISSN Agency. Karen completed her Diploma in Library and Information Studies at the Canberra Institute of Technology in 1998.
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